Basic Rules of Accounting entries

Basic Rules of Accounting entries are the foundation stone to learn accountancy and  software to manage your account. Without learning Basic Rules of Accounting entries, it will be difficult to manage accounts no matter how powerful accounting software you are using .

We have already seen Basic Rules of Accounting entries  and groups in tally . Understanding basic rules of accountancy is a necessary process and one should take trouble to go through the basic rules of accounting before starting professional course like Tally.ERP 9. Without learning Basic Rules of Accounting entries, you are building a house without knowing about the foundation stone! I have seen so many users who straithly starts working on Tally.ERP 9 without caring of basic and latter of they look for support here and there and mess up their accounts. I have posted an another article on how to start writing books of account will also help you to understand basic rules of accounting entries.

Basic Rules of Accounting entries:

Like any other principles, Basic Rules of Accounting entries contains certain rules which helps you how to apply those rules while passing an entry in the Accounts.

Accounts are broadly categorized  into 3 Accounts :

1)Individual Accounts
2)Goods/Assets Accounts and
3)Profit/Loss or Income/Expenses Accounts

In the previous article, we have seen the classification of accounts under the above mentioned 3 broad categories.

This classification is very necessary to understand the rules of ‘Debit or Credit’ for any transaction:.
So, what are the Basic Rules of Accounting entries ?
A) Individual Accounts
In every individual accounts, there is two possibilities.
One is gainer and another is loss er OR we also can say
One is giver and another is receiver
the THUMB RULE for Individual Account  IS THAT

Credit the person who is giving and debit the person who is receiving.
Suppose, you have given cash rs. 1000 to Mr. X, then in your books of account you have to ”
Debit Mr. X Rs. 1000
Similarly In the books of account of Mr.X he will credit your account by Rs. 1000
For your kind information, the entry is not yet complete as we have seen only one rule yet.
B) Goods/Assets Account : The item of which we are trading is called Goods and item which we are purchase for use of the business is called Assets. For e.g. table and chairs are goods for a  dealer who is into trading of manufacturing of furniture while office premises will be his assets.

This rule is very simple.
” Debit what ever comes in
Credit whatever goes out ”

look to the above example cash is going out so, cash will be credited.

So, let’s complete the above entry
Debit Mr. X Rs. 1000.00
Credit Cash Rs. 1000.00
Similarly in the books of account Mr. X will pass entry as follows

Debit cash Rs. 1000.00 (because cash comes to him)

Credit your account with your name

Similarly ABC and Company issues a cheque of Rs. 15000 drawn on bank of Baroda to Mr. bimal kumar then entries in the books of account of M/s. ABC & Co. will be as follows:

Debit Bimal Kumar Rs. 15000.00
Credit Bank of Baroda Rs. 15000.00

Basic Rules of Accounting entries are easy to understand and once you understood it, you will be able to learn the Accountancy and Tally.ERP 9 very easily.

If you want to lean Basic Rules of Accounting entries systematically, then consider joining our online school

  1. Sir,
    I am Working women in my office we have accouts package, but I don't no any thing about this, So please kindly give me hints how to create ledger, and sales books and bank accouts and bills entry, because I am not having such position to go classes so please help me and send some basics & examples to my mail ID

        • what is renconcilation?and how it do it? kindly give one example…… I cant Understand it……

    • im working in tronsport companey.we have 63lorry. and how to enter ledger pls tell me

    • hi,
      1 to creat ledger first open tally
      2 select accounting information
      selet ledger
      and
      creat ledger
      if u purchase from sai
      then sai is syndry creditor
      if sales to sai then sai is syndry debitor
      enter like this:
      sai
      syndry creditor

    • Bank reconcilation is the agreement between bank statement ang your cash book. Make sure you prepare your cash book very well, and check your debit side in cash book against credit side in bank statement and vise visa

  2. sir,
    already i have tally 9 but i don,t know the properly working in tally. please help me in accounting vouchers entery rules with example thanks
    Beast reagrds
    Ahsan ul haq

  3. hi my name is umair i want to learn tally 9 onlin plz help me i have good basic knowledge of book keeping and accounting

  4. Please Send me Purchase, sale, contra, vat, cst, service tax, interest, discount voucher entries in tally.

    • Satoshi,
      It is not possible to send all these entries to any particular mail ID
      Please contact me on Google buzz or my mail ID

    • Sir,
      I am working women in my office we have account package. I don’t no any thing about this. So please kindly give me hints how to create ledger and sales and bank accounts and bill entry, because i am not having such problem to go classes. So please help me and some basics & Examples to my email id.

      Thanks

      • Please Send me Purchase, sale, contra, vat, cst, service tax, interest, discount voucher entries in tally.

  5. SIR WE HAVE MORE PROBLEM IN BANK STATEMENT AND HOW TO TALLY OUR A/C AND BANK A/C

    • Bank Statement,
      Without knowing your query, how one can solve your problem. you even don’t know how to put your name in a proper field ?

  6. sir, we are using the tally software but i dont know how to enter all the transaction can u please send me the tips and instruction to do it nicely.i have some knowledge in tally

    • sir pls can u tell me in tally there is by default list of groups and list of voucher if we need to creat group,ledger & voucher so which group/ledger/voucher name will come under which group/voucher like capital a/c under capital a/c sir pls can u list all the group/ledger/voucher name n under which group/voucher list pls sir it will be of great help

  7. sir, we have tally 7.2 configuration at our office could u please send me basic tips

  8. sir, we are using the tally software but i dont know how to enter all the transaction can u please send me the tips and instruction to do it nicely.i have some knowledge in tally.

    • Dear Sunil Pandit,
      I have written so many articles on how to enter various transactions in tally, how to create a company, how to create ledgers and groups? have you read those articles ? I don’t know except this what kind of tips you are looking ? something like Alladin ka chirag ?
      Sorry, hard work is the biggest tip. you have to spent a lot of time to read various articles and after that if you face any confusion or problem then I am always available on chat to sort our problems. But I can’t provide a magic to you all by which you will learn a software or accounts by reading a page!

      • Dear sir,

        I have question on Tally, how to get company logo in Tally Software & do we able to customize the invoice?

        Thanks & Regards,
        Ande Srikanth

  9. Hi Sir
    I would like to know how to post advance entries in tally like rent advance , salary advance, one more thing if i get PDC cheques from Client then what will be entry & in which voucher it will be effect.

    An early response is highly appreciate
    Regards
    Ali

    • Please send ur contact no number i m chennai i will solve ur problems

      I m accountant in chennai

      Best Regards

      Hafeez

  10. Mr. Mahendra

    Thanks to provide this website it is very helpful to me .If you dont mind can i get your phone no. or email id. If i get any problem in the future then i will keep in touch with you. Its amazing website to learn each & everything in the accounts feild.once again thanks
    Ali

    • Dear RMa,
      You can definately learn tally.erp 9 for this purpose, you don’t need to buy tally software. educational version is enough to learn the tally.
      First of all, please donwload the educational version from http://www.tallysolutions.com then create a company.
      You may refer my articles for further reference on how to learn tally

  11. Dear Sir,

    I have completed B.com in 2008, but i am working in accounts field. i am working in IT Software ( Online Marketing)company as a computer operator (Email Marketing). but my confidenc is very low with these work. i want to learn a professional course but i am on two way that what?? Auto CAD or Tally ??
    Please advise me Please Please tell me right way

  12. Dear Sir,
    I am requesting to you that please suggest me that how can i learn the tally, but one big problem for me that i don’t know any thing in tally because I am a student of science belong from rural areas and now I want to learn tally and I also want to make future in this field

    • Raghvendra,
      You can learn tally by spending your time and by making lot of efforts. Spend as much time as you can to learn your self. then Go through various examples.Trial and error is the method to learn something. If you face any problem or confusion you need to give a VOICE to your problem and I am always here to solve it.

      The another way is to learn tally by spending money. you can join and enroll for any tally academy near to you.
      Choice is yours.

  13. dear sir, i have a problem with bank reco in tally. in the last year all the pending reco entries were not carried fwd to the next year as i CREATED a new company and did not SPLIT the company…i then manually entered last years closing balance as opening balance in the new company. Now my bank reco is not tallying. The difference is the amounts which were pending in last years reco. Kindly help. I will be most highly obliged

    • Glen,
      In your newly created company in the bank ledger master alteration mode, you can specify the date from which you want to reconcile.
      Just put related date there.If you still face further problem, then please post your query on support forum of contact me on Gtalk at mkr2005

      • my bank reco problem is still not resolved inspite of putting the effective date of reconciliation..reason being the the pending reco entries were not carried forward…and the opening balances of the bank were manually fed into the new computer…kindly help…thanks

  14. i issued a pdc(of next month) to our supplier & vice versa how i may post both entries for the same ?
    i have purchased two items of one is 12.5% vat & anather one is of 5%, supplier gives a single invoice for the same, how i may post it?

    • Prakash,
      One query at one time please. In single comment, post multiple query confuse me a lot.
      Further to above, I love to solve query at support forum

  15. hi,
    i i am working in accounting field & using tally ERP. i learn new about this package.new shortcuts in tally,& knowlege about in tally to accouting entries. how to enter all the transaction can u please send me the tips and instruction.i am working in tally but not expert in tally so can u help me to how bacome a expert in tally

      • Madhuri
        All information are available on the site http://www.tallynine.com.
        You have to spent time to find the related things. I do not serve ready mad food. If you face any problem relating to Accountancy or tally, then you should take trouble to give it a voice on the support forum
        Please do not consider Accountancy and Tally as easy as learning Abcdefg…

        • i am working in tally package & i have good knowledge in tally. but i want to details knowlade in tally. to related report or entries. beacuse not use all funtion or keys in tally. i know accountancy & tally not easy like abcd

          • Madhuri
            There is around 4-6 articles on TDS on this site. Have you tired to read them or just posting your queries….. first do read it and if you face any problem just let me know exact what problem you are facing.
            But I do never provide any materials to any body nor I have any such materials. I post articles based user specific query they post on the site or from my own experience. If you need specific guidance,then you may contact me on Gmail/Gtalk ID at any time.

      • your help line is excellent.Please inform me various functions of F1 to F12 in tally accounting system. Please also inform me how to write day book and transfer those entries to ledger accounts/individual accounts.

  16. Dear Sir,
    I am using tally erp 9 and i have a problem with manufacturing entries. We have manufactruing section but we do not miantain stock in tally now. I need to know how in enter row material , manufactuirng , Final product , and cost of Final product . ect..
    Please hope you will reply me soon

    Sameera

  17. hello, sir am learning basic tally but this is very different from my education i want to know that how can i want know about tally and what types of basic need in tally i want to work in tally can you help me to understand the tally courses thanks

  18. Good Evening sir,i want to learn Tally .ERP 9,because i am working as Account Assistant there i need it,Please help me and give me some tips over it.will be thankful to you..

  19. i have lost adminsister user name and password of tally 7.2
    how can i get data of that company in

  20. Dear Sir,

    I am an accounts assistant in Bahrain concern. I hereby thank you for your service on Accounting doubts. It is very helpful for me to improvise myself by some of the useful questions and answers.Really you have more patience to answer those irritating questions. Hats-off to you.
    Thanks
    Jeny

    • Hello Jenis Richard,
      Glad to meet you and thanks for your loving feedback. Do let me know if ever you have any problem in Accounts or Tally.erp 9

      • Dear Mahendra,

        Glad to meet u, as i m working in Dubai as accountant i need your help to creat bank Reconciliation statement in Tally please contact with my email id and please give me your email id….Thank You…hope u will help me….

        • Appu,
          I help people only when they Do post their query in a detailed manner and with their Tally serial number.
          Else The query does not attended.

  21. Hi Sir,

    As i’m working in credit card department and knew the basic rules of accounts and there are lot manny to learn. can u suggest me on that. Ad i want to atten the interview. Kindly guide me….

    With Regards,
    Ramyashri.S.

  22. Sir ,

    thanx for providing such vast information on Tally as i am new to this
    i want to know the complete detail regarding receiving patments, making payments, tds salary , proffessional,contract-non contracts,servicetax receiveable etc

  23. Sir

    please help me, how i export the trial balance in excel sheet? in details please

  24. Hi,

    I want to learn accounting packeges so what are the basics.

    Pls let me know.

    Pls mail me.

    Rgds,
    Bheema.

  25. Dear Sir,
    I am Working in my office we have accounts package, but I don’t no any thing about this, So please kindly give me hints how to create ledger, and sales books and bank accounts and bills entry, because I am not having such position to go classes so please help me and send some basics & examples to my mail ID

  26. i am pursuing MBA i have no idea about accounts so please sent any books are materials about the accounting basics principles rules
    with thanks
    S. Jeyachandran

  27. Hello sir,

    I am taking in charge of a office at present. I don know anything regarding how to maintain all the accounts in tally. I finished my MBA last year. I know only basic to operate tally. please help me to learn how to maintain assets, income expenditure and all basic for administration.

  28. Want to know how to use Tally 7.2,basic Steps to be Remember in Tally 7.2.
    Please Help me as soon as possible.

    • Kanchan,

      Tally 7.2 is a dead product! only CA’s community might be using it because they don’t like latest technology nor they want to update their knowledge.

      • Hello Mahendra

        Your services are appreciable but putting a question mark on CA knowledge is not acceptable.

        Accounting is making you all the people alive and you are doubting on masters of accounting.

        All ERP’s naming Tally,Collebra or even if you name SAP all are led by Chartered Accountants.

        Regards
        Roopam Sharma

  29. Hi,
    Sir…
    i like income tax & accounting field so please advice me which field suitable me as future.
    Also provide me accounting knowledge for job.

    thanks

  30. Sir,
    I am working women in my office we have account package. I don’t no any thing about this. So please kindly give me hints how to create ledger and sales and bank accounts and bill entry, because i am not having such problem to go classes. So please help me and some basics & Examples to my email id.

    Thanks

  31. sir, how can entry the E1 SALES & CST SALES OF MATERIAL CST SALE I ADD 2% OF TAX AND HOW CAN ENTRY THE E1 SALE TELL ME NOW SIR PLS

  32. hi my name is irshad i want to learn tally 9 online plz help me i have good basic knowledge of book keeping and accounting

  33. I am taking in charge of a office at present. I don know anything regarding how to maintain all the accounts in tally. I finished my MBA last year. I know only basic to operate tally. please help me to learn how to maintain assets, income expenditure and all basic for administration.

  34. Dear Sir,

    I am working for an airline industry past 12 years as an accounts executive. Basically i am handling cash part, i.e Imprest cash, cash collection same recording in SAP.

    Sir my query is that is it possible to learn tally in one weeks time as i have got an job opportunity which i feel may be very challenging as i am not into core accounting so far. as i have only hanndled cash , imprest cash , counter sales.

    but i want to explore my sefl in tally and tally was always my favroite and interested in learning the same. i can give my 100% in learning the same and i am commerce graduate.

  35. Sir, What I need is a teacher who would make me understand (not learn)accounts right from the basics. I joined a class to understand accounts but I could not understand 5% of what the tutor was saying.Please guide me what to do.

  36. Sir, please note. I am 52 retired. I did my SSLC in 1975.I am into accounts just out of interest.
    Rajesh

  37. “Purchased office furniture (assets) worth Rs. 5000 on credit from Mr. Roy” please let me know in which voucher how to make this entry….thanks

    • purchase a/c debit & bank a/c credit by 5000 like this
      furniture a/c 5000
      bank a/c 5000
      (because payment is done on credit base.so bank a/c included.

      • that is right………..means first u but hte furnitue fom shop and u give the check
        when check is clear u debit to furniture a/c and crdit bank a/c

    • Dear Swapan Kumar,
      As you mentioned that office furniture is an asset so if you buy something for your business as an asset the following journal entry will pass :
      Furniture A/c 5000
      to Mr. Roy A/c 5000

  38. I started a bookkeeping, pay roll and pastel course, just need articles to increase my knowledge.thank you

  39. Dear Sir; I am working in a construction company as an Payroll Accountant. Now i am planning to change my profession from Payroll Accountant to an Accountant. For this purpose i have some doubts; if you are giving your mail address or mobile number that is good for me; basically i have some doubts; the doubts is as followsi want to know what is the role of an Paybles Accountant; what is his duties? I am waiting a favorable and quick action against my questions

  40. Dear Sir,

    Presently I am Working on SAP (FICO) Module, i need to change my job on immediate basis because of market slow down, i have attend interview in one company there they are looking for tally back ground candidate, some how i got one more change to attend the interview in coming week, So kindly request you to help me on this, give me hints how to create ledger, and sales books and bank accounts and bills entry, Voucher entry… and view the statements, and pass the entries, i need to get this job very badly for my future… please help me and send some basics & examples to my mail ID as provide…

  41. DEAR SIR,
    AAP MUJHE TALLY KI KOI AISI FILE SEND KAR SAKTE HAI JISHME LEDSER BANANE SE LEKAR SAARI ACC. INFORMATIONS HO
    PLEASE SIR SEND ME EARLIEST
    THANKS AAP KE NOTES SE HI ME 1 COMPANY ME ACCOUNTS ASST. KI JOB KAR RAHA HU

    THANKS

  42. Dear sir,
    I am working in an NGO as an Accountant and working in Tally 7.2. Actually here, there are payments done through cheque which are issued in one date and these cheques are cleared after 8 to 9 days and i do these entry as payments in tally due to which the bank balances don’t match with the tally bank balance . so I want to ask u that where should i do these cheque issued entry so that bank actual balance and the bank balance in tally become equal.
    Please Help me.

    • accounting works on revenue recognition bases so when actually the income is realised only then you should made entry, u may correct the voucher

    • actually this transaction has two effects.one is in the expence & second is in the balance sheet on laibilities site.then ur balance will be equal.

    • Dear Prawesh,
      You should put cheque payment entries on date which your NGO has given into bank for clearance. And the next step is, you should tally these entries with Bank Statement later with the help of Bank Reconciliation step.

      Thanks

  43. Respected Sir,
    sir aap mujhe tally 9.0 ke complete notes ya koi asi file provide kra sakte jis se mai tally sikh sakhu please help me & provide me telly notes

  44. Respected Sir,
    sir kya aap mujhe tally 9.0 ke complete notes provide kra sakte jis se mai tally sikh sakhu please help me & provide me telly notes

  45. hello sir,
    I am accountant worked in ngo I work in Tally 9 there salary i paid through NEFT then I know some staff salary is return so what entry we pass in tally 9y

  46. Dear Sir,

    How to i will entry in tally Imprest cash paid to staff?Its generaly advance paid to staff but simply what will be entry?

  47. Dear sir, i am working in my self office . i purchased tally software , but i confuse the entries so pl help me

  48. hi, My name is rajesh , I joined newly for accountant post in one company there is no tally software for that i downloaded tally software and started entering transaction but when i entered date other than Apr 1st,2nd then it shows error.
    pls help me sir.
    and also give me some information about licensed and free version

    • Mr. Rajesh, if your tally shows error after entering the date accept 1st and 2nd April it means you are using trial version or educational mode and for accepting all the dates you should install licensed version. if you want to free licensed so after installing the trial version you can crack it very easily.

  49. sir is it necessary after passing sales, purchase & receipt ,payment entry we also have to pass journal entry for the same
    sir n can u suggest hw can we pass entry of petty cash vouchers ,
    n if we make payment of vendor by cheque what will be the entry

  50. DEAR SIR,
    i working on tours and travels company so i am doing the work on cashex accounting software some difficulties on software so pls help me and suggest to me balance sheet show how to view

  51. Dear Sir
    i am working in transport company so i am work in accounts in tally erp 9
    i will expert in all entry of income and expenses. i am only confusion in tax and tds
    entry only so pls sir help me and give me the solution of my problem

    thanks sir

  52. hello sir,

    i would like say ask that ,i want to learn tally, so please give me advice.

    thanking you

    • Hello Nagesh,
      We are launching an online Class/ School for all those who wanted to learn Tally.erp 9 online. Please be come back here for more details

  53. Hello sir
    from when your going to start online classes for tally.. Im eagerly waiting for this.. Before i learn in one institute tally9, but i forgot becoz no practise, not worked on this.

  54. Sir , i am working in commercial vehicle service station i want to know about tally7.2 so shall you give me details about that. please send this to my Mail ID.

  55. hi sir.

    i need all journal entries with examples, kindly provide and do the needful.

    regards
    Prabhakar

    • supose u detit tge amount suspense a/c 50000/-now u konw the 50000/- is which coustmer ………so u pas the j.v……..debit to supens a/c and credit to soucter a/cs like this u can pas the entry

  56. Hi sir,

    i would like say ask that”31.03.2012 bank statement debited 2 times of insurance chq, and 2.04.2012 credited the same amount” so please explain the how to entered the entry.

  57. sir is it necessary after passing sales, purchase & receipt ,payment entry we also have to pass journal entry for the same
    sir n can u suggest hw can we pass entry of petty cash vouchers ,
    n if we make payment of vendor by cheque what will be the entry

  58. Dear Sir,
    I am Completed B.Com but i have some problem to learn Accounts, now i learn well tally your really gud person to help others question & giving nice result or gud solution.

    Sure if i have any queries i will ask you… May god will hellp u all situation…

  59. plz tell me about branch account& company a/c bcoz i wantoclear my exam nd this is very neccesarry for me i m nt able to take any coaching class

  60. hi
    dear sir,
    i have need of basic of CFA. may i watch in this site rules trial balance…
    please plz plz help me

  61. MR nilesh

    u want to reduce the capital….supose u captail a/c showing some amount but u whom wht to
    give the money…supose u want to give the money u fahther ,,,so will be credit u father a/c and
    debited captial a/c….but one thing i tel u no one company reduce the captial if they reduced thje
    capital it will be affect tp balnce sheet

  62. I want to know how to clear the entries on suspense a/c, which i know that the payment is received by NEFT through bank. If suppose the invoice amount is Rs.5950 and i have received the payment of Rs. 5808 deducting the amount as follows:
    Rs. 17.00 Postage
    Rs. 119.00 Income Tax
    Rs. 3.00 Surcharge
    Rs. 2.00 Primary Education
    Rs. 1.00 Sec & Higher Edu
    So please let me know how i have to enter in Tally Step by Step.

  63. sir .
    i want to create new account in tally 7.2 how will i create a new company account

    sumit

  64. SIR,

    I am working as an accountant. i want learn tally payroll, purchase, sale entry.
    please help you.

    regards
    Khurshid Ali Bhatti

  65. Sir i want to know the debit credit knowledge of tally some broadly…….. plz kindly rply in my E-mail

  66. I AM WORK WITH TRANSPORT COMPANY , I HAVE 35 LORRY AND RECEIVE VECHILE FROM BROKERS SO , IWANT WANT TO RECORD IN TALLY ERP 9,, SO, HOW MANY LEDGER CREATE & WHERE IS POSTING ….. BUT I GIVE THE MONY ON ADVANCE ON BOOKING OF THE TIME …….AFTER THAT BALL AMOUNT AFTER RECEIVING THE DELIVERY COPY….. SO, PLEASE HELP ME…. URGENTLY….