Journal Voucher | Format of Journal Voucher | Rules of Debit and Credit

 

 

 

Meaning of Journal Voucher

Journal voucher is also called goswara voucher.

It is the prime part of new accounting system of Government of Nepal.

Journal voucher is the first document used for recording the financial transactions that took place in government offices.

The Journal Voucher is based on the principles of double entry system.

It is used by both central and operating level offices of the Nepal Government.

 

Types of Journal Voucher

Under new accounting system of Government of Nepal, journal vouchers are classified into following three categories; they are:

(1) Journal voucher for expenditure transactions

(2) Journal voucher for advance and clearance of advance transactions

(3) Journal voucher for miscellaneous transactions

 

BUDGET EXPENDITURE: VERY OLD RULE

Journal Voucher

Code	Particulars	LF	BH No.	Debit Rs	Credit Rs
	Dr BE Office materials		2.03	5,000
	Cr Nepal Rastra Bank				5,000
	(Being- office materials purchased by cheque….)
	Total			5,000	5,000

 

 

BUDGET EXPENDITURE: OLD RULE

Journal Voucher

Code	Particulars	LF	BH No.	Debit Rs	Credit Rs
	Dr BE Office materials		22311	5,000
	Cr DTCO Treasury Single Account				5,000
	(Being- office materials purchased by cheque….)
	Total			5,000	5,000

 

 

 

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BUDGET EXPENDITURE: NEW RULE

Journal Voucher

SN	Code	Activities	Particulars	LF	Sources				Debit	Credit
	Sub-head	Program			Level	Bearer	Type	Payment	Amount	Amount
	No.	Code No.				Orgn		mode
	22311		Dr BE Office materials		Local  Govt	Local  Govt	cash	cash	5,000
			Cr DTCO Single Account							5,000
Total									5,000	5,000
Amount in words: five thousand only
Brief narration of transaction: office materials purchased by issuing cheque
Confirmation details of the transaction are attached along with Form No. 202 and others.

 

 

Keep in Mind (KIM)

Old rule:	New rule:
Cash comes in: Dr NRB	Cash comes in: Dr DTCO Single Account
Cash goes out: Cr NRB	Cash goes out: Cr DTCO Single Account
DTCO = District Treasury Controller Office

 

 

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Accounting Equation	http://tiny.cc/c89jkz
Basic Journal Entries in Nepali	http://tiny.cc/uaakkz
Basic Journal Entries	http://tiny.cc/8aakkz
Journal Entry and Ledger	http://tiny.cc/caakkz
Ledger	http://tiny.cc/haakkz
Subsidiary Book	http://tiny.cc/399jkz
Cash Book	http://tiny.cc/889jkz
Trial Balance & Adjusted Trial Balance	http://tiny.cc/c59jkz
Bank Reconciliation Statement (BRS)	http://tiny.cc/q59jkz
Depreciation	http://tiny.cc/ugakkz
Final Accounts: Class 11	http://tiny.cc/y89jkz
Adjustment in Final Accounts	http://tiny.cc/keakkz
Capital and Revenue	http://tiny.cc/peakkz
Single Entry System	http://tiny.cc/n19jkz
Non-Trading Concern	http://tiny.cc/j09jkz
Government Accounting	http://tiny.cc/hcakkz
Goswara Voucher (Journal Voucher)	http://tiny.cc/hcakkz

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Format of Journal Voucher (New Syllabus)

 

AGF No. 203

Government of Nepal

…………….…… Office/Department/Ministry

Date:

xxxx−xx−xx

Office Code No.

JV No.

xx

Journal Voucher

Electronics Transaction No.

Types of Journal Voucher:

Budget Sub-head No.

SN

Code

Activities/

Particulars

LF

Sources

Debit

Credit

Sub-head

Program

Level

Bearer

Type

Payment

Amount

Amount

No.

Code No.

Orgn

mode

1

2

3

4

5

6

7

8

9

10

11

Dr …………………………………

xxxx

Cr …………………………………

xxxx

Total

xxxx

xxxx

Amount in words:

Brief narration of transaction:

Confirmation details of the transaction are attached along with Form No. 202 and others.

 

For payment purpose

SN	Payment receiver’s name		Bank Account No./Slip No.		PAN No.		Payment Amount		Attach Documents
Total
Prepared by:				Submitted by:				Approved by:
Date:				Date:				Date:
Designation:				Designation:				Designation:

 

 

Explanation of Journal Voucher

The journal voucher format is divided into four parts; they are explained below:

 

First part

		AGF No. 203
	Government of Nepal
	…………….…… Office/Department/Ministry	Date:	xxxx−xx−xx
	Office Code No.	JV No.	xx
	Journal Voucher	Electronics Transaction No.
Types of Journal Voucher:
Budget Sub-head No.

 

In this part, the following details are included:

(1) Name; write here any one name of the office, department or ministry.

 (4) Electronics transaction number; write here online payment transaction number.

 

(1)Types of journal voucher; write here any one of Receipt/Expenditure/Security/Other.

(2) Budget subhead number; write here budget head number of budget expenditure (BE) number.

(3) Office code No.; write here code number of the office.

(4) Date and JV No.; JV stands for journal voucher, write here date and serial number of the journal voucher.

 

 

Second part

It is the main part of the journal voucher

 

SN	Code	Activities/	Particulars	LF	Sources				Debit	Credit
	Sub-head	Program			Level	Bearer	Type	Payment	Amount	Amount
	No.	Code No.				Orgn		mode
1	2	3	4	5	6	7	8	9	10	11
			Dr …………………………………						xxxx
			Cr …………………………………							xxxx
Total									xxxx	xxxx
Amount in words:
Brief narration of transaction:
Confirmation details of the transaction are attached along with Form No. 202 and others.

 

 

In this part, the following details are included:

(1)	1	SN stands for serial number; write here serial numbers of recording transactions.
(8)	2	Code or subhead number; write here code (a, b, c or i, i, iii) or budget head number of BE transaction.
(9)	3	Activities or program code number; write here activities or program code.
(10)	4	Particulars; write here debit and credit financial transaction according to their nature.
(11)	5	LF; write here page number of ledger in which the transaction is posted.
(12)	6	Level; write here any one of Federal Govt, Province Govt, State Govt or Local Govt.
(13)	7	Bearer Organisation; write here any one of Donor; Nepal Govt; State Govt or Local Govt.
(14)	8	Types; write here any one of source types of cash, donation or loan
(15)	9	Payment mode; write here mode of payment like cash, direct payment or reimbursement.
(16)	10	Debit amount; write here the debit amount of financial transaction of the journal voucher.
(17)	11	Credit amount; write here the credit amount of financial transaction of the journal voucher.
(18)		Total; do the sum of debit and credit
(19)		Amount in words; write here the total amount in words like twenty five thousand
(20)		Brief narration of transaction; write here the narration or brief explanation of the transaction.

 

 

Third part

This part of format is used for expenditure transitions of the government office.

For payment purpose

SN	Payment receiver’s name	Bank Account No./Slip No.	PAN No.	Payment Amount	Attach Documents
Total

 

In this part, the following details are included:

(21) SN; write here serial number of the transitions.

(22) Payment receiver’s name; write here the name of cash receiver party.

(23) Bank account number or slip number; write here payment receiver’s bank account number.

(24) PAN No.; write here payment receiver’s PAN (permanent account number).

(25) Payment amount; write here payment amount and do the sum of them.

(26) Attach documents; write here supporting documents of the payments.

 

 

 

Fourth Part

This part is used for signature, date and position.

Prepared by:		Submitted by:		Approved by:
Date:		Date:		Date:
Designation:		Designation:		Designation:

 

(27) Prepared by; write here the name, date of the question and junior accountant

(28) Submitted by; write here the name, date of the question and accountant

(29) Approved by; write here the name, date of the question and officer

 

 

 

 

Keep in Mind (KIM)

AGF = Auditor General Form				BH = budget head		BE = budget expenditure
JV = Journal voucher				LF = ledger folio number
Base headings	8		Office codes are:
Main headings	25		Starting with 1, President and Vice president		At the end 3, revenue expenditures
Headings	41		Starting with 2, Constitutional bodies		At the end 4, capital expenditures
Sub-heading	75		Starting with 3, Ministries		At the end 3, incomes
Total	157		Starting with 5, Financial management

 

 

 

Rules for Debit and Credit

New accounting system is based on the principle of double entry system of book keeping.

Every debit entry has equal balance to credit entry.

The rule for debiting and crediting may be done in two ways.

They are nature of account and nature of transaction.

 

Nature of accounts

It is old or traditional rule.

Under this rule, every financial transaction affects two aspects.

One is debit and other is credit.

Natures of accounts are classified into three types.

The rules for debit and credit are:

For personal account		For real account		For nominal account
Receiver	Debit	Comes in	Debit	Expenses or losses	Debit
Giver	Credit	Goes out	Credit	Income or gains	Credit

 

 

Nature of transaction

It is new or modern rule.

Under this rule, assets and liabilities are mentioned as increase or decrease.

The rule of increase and decrease are as follows:

Assets increase	Debit		Assets decrease	Credit
Liabilities decrease	Debit		Liabilities increase	Credit
Revenue decrease	Debit		Revenue increase	Credit
Expenses increase	Debit		Expenses decrease	Credit

 

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