The bank accounts don't automatically appear while prepar...

16/01/2019 06:38 PM

The bank accounts don't automatically appear while preparing payment vouchers for different branches

I had to add same bank accounts while preparing payment vouchers for different branches of our company and it resulted in 17 accounts and in actual there are only 6 accounts. Now this effects balances in bank accounts in the system. 

Riya Sood
16/01/2019 10:32 PM

You do not have to and you cannot create multiple ledgers for the same bank account in any case. There are ways to handle every scenario. From your issue I presume that you have the bank accounts under your head office and you receive or make payments on behalf of your branches as well from same accounts. This is a very normal and a very common scenario. Let us first understand what technically happens here and then I will tell you how to do it.

For example : You make a credit sale from your Dallah branch and your customer gives a cheque in the company name. Customer has a liability at Dallah branch but the bank account is at head office. You deposit the cheque and payment is credited into your bank account. This means that head office now owes the amount to Dallah branch. In your books of accounts, at head office you debit your bank account and at the branch you credit your customer account (accounts receivable / Sundry Debtors). Similarly at head office you credit Dallah branch ledger and at Dallah branch you debit head office ledger. These are basically two double entries. 

However, in Tuhund you do not have to make two entries or you don’t even have to go deeper into the technicality. It is very simple entry in Tuhund. Instead of the regular accounting form you have to use inter-branch transaction form. In the same screen where you have forms button, you also have IBTV button (on left side of forms button). When you click on the button, Tuhund asks you to select the two branches (one for credit and other for debit) and the type of form. For this example you will select Receipt as type of form, Dallah branch for credit and head office for debit. System will open Recepit form with only Dallah ledgers relevant to receipt entry on the credit side and only head office ledgers relevant to receipt entry (like bank accounts and cash etc) on debt side. You just need to select customers account, bank account, enter amount, instrument details and narration and save. System will automatically create inter-branch entries for the transaction. 

Similarly, for the payment entry, use IBTV payment form to pay the vendor from head office on behalf of the branch. If the vendor invoice has been accounted at Dallah branch and bank account is at head office, select Payment as type of form, Dallah branch for debit and head office for credit. 

When you see balance sheet of each branch, inter-branch transaction amounts will reflect in the main page of the balance sheet. When you see the consolidated balance sheet, in the main page matching inter-branch amounts will be hidden. However, they will be shown in the drill down as well as in the schedules.

Finally: The unnecessary ledgers that you have already created need to be removed. If there are just few transactions in any such ledger, it might be simpler to just delete the transactions and re-enter correctly. If the number of transactions is more, then just pass an inter-branch journal entry through IBTV for each account and move the amount to the correct account. Once balance in these accounts has been made zero, you can close these accounts. Net result will be the same and there will be an audit trail.

In case you still find it difficult or confusing to handle it yourself, please raise a service request and our support team will do this for you. 

 

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