Formats

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TRAINING MANNUAL – PRIASoft 2010 

TABLE OF CONTENTS 

Chapter Topic Page No. 

Chapter – I Introduction 1 

Chapter – II 

Chapter – III 

Chapter – IV 

Chapter – V 

Chapter – VI 

Annexure 

Panchayati Raj 

Institutions in India 

Introduction to system 

and types of Accounting 

Overview of PRI 

Accounts manual 

Understanding of 

financial formats 

prescribed by C & AG 

Step by Step entry of 

vouchers in PRIASoft 

8 – Model Accounting 

Formats 

8 – Database Formats 

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2-4 

5-6 

7-15 

16-26 

27-61 

63-91 

Definition 92-96

Chapter – 1 

Introduction 

1.1 Based on the recommendation of the Eleventh Finance Commission, for 

exercising proper control and securing better accountability, the formats 

for the preparation of budget and accounts and database on PRIs were 

prescribed by C&AG in 2002. These formats were further simplified in 

2007 for easy adoption at grass root level. The technical committee on 

budget and Accounting Standards for PRIs approved the simplified 

formats of accounts for PRIs basing on suggestion of sub committee for 

simple but robust accounting system on 29 th January 2009. As per 

decision of Ministry of Panchayati Raj, C & AG and NIC have worked 

together to bring out the new version of PRIASoft (Panchayati Raj 

Institution Accounting Software) that captures the suggested chart of 

accounts (Coding) and generates all reports in the formats prescribed by 

subcommittee on budget and accounting standard for PRIs. 

1.2 Basing upon the model national municipal accounts manual, Panchayati 

Raj Department Government of Orissa have decided to prepare a 

Training manual for PRI on model accounting system using PRIASoft. 

1.3 Since the development of model training manual and development of the 

accounting software are to be based on the model accounting manual, it 

has been decided to proceed with the development of Training manual 

for PRI on model accounting system using PRIASoft. 

1.4 Training manual for PRI on model accounting system using PRIASoft l 

contains introduction to system and types of accounting understanding of 

financial formats prescribed by C&AG along with entry of vouchers in 

PRIASoft required forms, formats, procedures for accounting entries, 

periodical statements, and reconciliation procedures. 

1.5 This training manual targets at elected PRI representatives, Functionaries 

associated with PR accounting system. 

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Chapter – 2 

Panchayati Raj Institutions in 

Orissa 

2.1 Orissa Grama Panchayat Act was enacted in the year 1948. 

Subsequently in the year 1961, 3 tier system of Panchayati Raj 

Institutions was introduced in Orissa. Over the last 50 years Panchayati 

Raj Institutions have emerged as the powerful institutions in bringing 

about rapid and sustainable development and socio-economic 

transformation in rural Orissa. It has an integrated prospective towards 

improving the quality of lives of rural people and ensuring equity and 

effective peoples’ participation. 73rd amendment of the Constitution has 

conferred constitutional status to Panchayati Raj Institutions. 

2.2 The Provisions of Panchayats (Extension to Scheduled Areas)Act 

aims at empowering Panchayati Raj Institutions in Scheduled areas for 

economic development and social justice. In the year 2002, election to 3 

tier of Panchayati Raj Institutions held in conformity with 73rd 

amendment and PESA thereby empowering tribal people as envisaged 

under the PESA. The Government have the obligation to bring up 

Panchayati Raj Institutions as Institutions of Self -Government as per 

73rd amendment of the Constitution of India 1992. 73rd Amendment 

marks a new era in the federal set up of the country and provides 

constitutional status to the PRIs. 

2.3 The prime objectives of the three tiers Panchayati Raj System are to 

eradicate poverty, uplift standard of living of people in the rural areas, 

and bring about a healthy society by creating awareness for hygiene, 

sanitation and eradication of illiteracy. The state has established a State 

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Election Commissioner to conduct the election of PRIs. The 73rd 

amendment of the Constitution mandates Government to endow the 

Panchayati Raj Institutions with such powers and authority as may be 

necessary to enable them to function as institutions of self-Government. 

It also provides that powers and responsibility shall be devolved upon 

PRIs subject to such conditions as may be specified therein, with respect 

to the preparation of plans for economic development and social justice 

and implementation of schemes for economic development and social 

justice as may be entrusted to them including those listed in the 11th 

Schedule. 

Eleventh Schedule lists 29 Subjects to Panchayats 

Agriculture, incl. 

extension 

Fisheries 

Land improvement, 

land reforms, consolidation 

soil conservation. 

Welfare of the weaker sections, 

in particular of SCs and STs 

Markets 

Fairs 

Social forestry 

farm forestry 

Rural housing Drinking water 

Education, 

including primary 

and secondary schools 

Health and sanitation 

hospitals. Primary health centres 

dispensaries 

Technical training 

vocational education 

Khadi, village and 

cottage industries 

Minor forest 

produce 

Family welfare 

Minor irrigation, 

water management 

watershed development 

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Fuel and fodder 

Poverty 

alleviation programme 

Adult and non-formal 

education 

Social Welfare, 

Welfare of handicapped and 

mentally retarded 

Roads, culverts,bridges, 

ferries, waterways 

other means of communication 

Small scale industries, 

food processing industries 

Animal husbandry, 

dairying and poultry 

Maintenance of 

community assets 

Public distribution 

system 

Libraries 

Cultural 

activities 

Women and 

Child development 

Nonconventional 

energy 

Rural electrification, 

distribution of 

electricity 

2.4 Way forward : Consequent upon growth of Local Government, 

devolution of functions including financial functions the strengthening 

and capacity building of PRIs members and local government staffs is 

badly needed. As one of the steps in that direction, this manual shall 

give an over view of Panchayat Accounting and Training Manual and 

understanding of financial statements.

2.5 Current System of Accounting : Traditional System of 

managing PRI Accounts 

Under the present traditional Accounting System for Panchayati Raj 

Institutions, though there were accounting rules for all the 3 tire 

Panchayati Raj Institutions, but there was no standardised procedure for 

maintaining & analysing the accounts and auditing the same. 

Moreover, only handwritten manual registers were being 

maintained at all the levels of Panchayati Raj Institutions for 

maintenance of their daily financial transactions. 

The manual Cash Books which were maintained at various levels 

were subject to manipulation at a later stage. It could be inferred that 

there was lack of transparency in maintaining the accounts in the 

traditional system. As it was not possible to physical audit each account 

of Gram Panchayat due to shortage of man power, the chance of 

manipulation of accounts at the Gram Panchayat level was even more. 

These shortcomings in the traditional accounting system gave the 

impetus to use Information Technology as a tool to maintain the 

accounts of the PRIs in a transparent manner. The main objective of 

maintaining the accounts using Information Technology to keep each 

transaction of the Panchayati Raj Institutions in public domain and also 

to facilitate the post-auditing in a simplified manner. 

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Chapter – 3 

Introduction to system and 

types of Accounting 

3.1 Accounting is the practice or profession of maintaining financial 

records, noting expenses or revenues and determining how much one 

owes or it owned. A good Accounting system can put light on how the 

resources are being used properly. 

3.2 This chapter gives a bird’s eye views of the types of Accounting 

system, the current accounting system at PRIs. 

3.3 Types of Accounting System: There are several types of 

Accounting each of which reports revenue and earning differently from 

other methods. Two major accounting methods are accrual accounting 

and cash accounting. Cash accounting recognizes revenue and expenses 

in the order in which they are received or spent. 

3.4 The accounting systems can also be classified basing on the way 

transactions are recorded in the books of accounts either single entry or 

double entry accounting. 

3.5 What is Cash basis of Accounting: Cash basis system of 

accounting where the transactions are accounted based on actual cash 

receipts and cash payments. 

3.6 Salient features of Cash basis Accounting: 

• It is very simple. 

• When payment is received in shape of interest, sale of goods 

repayment of loan, revenue is recorded as the date of receipt of 

funds. 

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• When payment is made transaction is recorded as expenditure 

3.7 Book Keeping : 

3.7.1 The process of recording the books of account i.e. cash, credit and 

other transaction is known as book keeping. 

3.7.2 Every time a cheque is written the book keeper records it with the 

date. 

3.7.3 Every time something is received it is recorded with date. 

3.7.4 Present model accounting prescribed by C & A. G for PRIs which is 

being adopted by Panchayati Raj Department, Government of Orissa is 

based on cash basis single entry accounting book keeping system. 

3.7.5 There is a trend to switch towards accrual based double entry book 

keeping system of accounting in present model accounting system. 

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Chapter – 4 

Overview of PRI Accounts 

Manual 

4.1 Introduction: In terms of the Eleventh Finance Commission 

recommendation the formats prescribed by C & AG in 2002 were further 

simplified in 2007. A technical committee was formed. Technical 

Committee on budget and Accounting considered the need for developing 

simple and robust formats an account. A subcommittee was formed to 

research further on the same goal. The mandate of technical committee 

to the sub-committee inter alia include prescribing simple but robust 

accounting system for PRIs. 

4.2 Training manual for PRI on model accounting system using PRIASoft 

comprehensively details the accounting principles, procedures, guideline 

details of financial forms & formats. 

4.3 Salient Features of simplified format of Accounts 

� Facilitate better financial management of PRIs 

� Cash system of accounting 

� Captures 3 – tier head of account classification system 

� Accounts have to be kept in two parts. 

Part – I – Transactions of all receipts and expenditure 

Section – I : Receipt Head (Revenue Account) 0028-1601 

Expenditure Head (Revenue Account) 2049-3999 

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Receipts Payments 

Revenue Receipts (0-1) Revenue Expenditure (2-3) 

- Tax Receipts 

*-0028-Taxes on Profession, Land 

revenue, etc 

- Non-Tax Receipt 

* 0049-Interest eared, etc 

- 2049 Interest payment 

- 2059 Maintenance of Community 

Assets, etc 

Section – II : Receipt Head (Capital Account) : 4000 

Expenditure Head (Capital Account) : 4202-5054 

Capital Receipts Capital Expenditure 

4000-Capital Receipts Capital Expenditure (4-5) 

4202-Capital outlay for education 

Other Receipts (800) 4216-Capital outlay on Rural Housing 

4515-Capital outlay on Panchayati Raj 

Programmes. 

Part – II – to record transactions relating to provident funds, 

loans, deposits and advances etc, with close to balances. 

Section – III Civil Deposits, Loan & Advance etc 7610-8658 

Part-II 


-Loan Section 

-7610-Loans to Panchayat 

Employees 

- Pension & Provident fund 

- 8009 –Provident Fund 

- 8011- Insurance & Pension 

-Civil Deposits & Advances 

- 8443 – Civil Deposits 

- 8550 – Civil Advance 

- Suspenses Accounts 

- 8658 – Suspense Account 

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-Loan Section 

-7610-Loans to Panchayat 

Employees 

- Pension & Provident fund 

- 8009 –Provident Fund 

- 8011- Insurance & Pension 

-Civil Deposits & Advances 

- 8443 – Civil Deposits 

- 8550 – Civil Advance 

- Suspense Accounts 

- 8658 – Suspense Account 

4.4 Coding Structure of Chart of Accounts: The first four digit 

classification in the simplified system of accounting represents the major 

head.

4.5 Major head represent the function with exception in few cases. 

The allotment of code to each Major Head is as follows. 

0000 to 1999 – Head of Account represent Revenue receipt. 

2000 to 3999 – Revenue Expenditure 

4000 – Capital Receipt 

4000 to 5999 – Capital Expenditure 

6000 to 7999 – Loans & Advances field 

8000 - 8999 – Contingency fund and public fund which 

includes Pension and Provident fund, Deposits & Advance and 

Suspense Accounts. 

4.6 All the 29 functions listed in the eleventh schedule of the 

constitution are classified under 23 major heads. 

4.7 Exception in few cases 

2851 – Village and small scale industries 

2406 – Forestry 

2403 – Animal Husbandry, diary, poultry, fuel & fodder. 

2210– Health and Family welfare 

2205 – Art culture and libraries 

2202 – Education 

4.8 Apart from this following Major Heads have been opened to 

facilitate the PRIs to account their activities. 

2049 – Interest Payment 

2071 – Pension and other retirement benefits 

2515 – Panchayati Raj Programme 

4.9 For other transactions (Part – II) Panchayats may open following 

major heads 

7610 – Loans to Panchayat Employees 

8550 – Civil Advance 

8009 – Provident Fund 

8011 – Insurance and Pension Fund 

8443 – Civil Deposit 

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4.10 Minor head: The 2 nd three digit classification is the minor head 

represent the programme /Unit of Expenditure within the functional 

major head. Few Major Heads of expenditure like 2851, 2406, 2403, 

2210, 2205 and 2202; the minor head represent the function due to 

clubbing of various functions as illustrated in the eleventh schedule. 

Clubbing of Schemes 

New Major Head / Schemes Old Major Head / Schemes 

2851 – Village and Small -Small Scale Industries including food 

Scale Industries 

processing units. 

-Khadi, Village and Cottage Industries 

2406-Forestry - Social Forestry and Farm forestry 

2403- Animal Husbandry, 

Dairy, Poultry and Fuel & 

Fodder 

2210- Health and Family 

Welfare 

- Minor Forest Produce 

- Animal Husbandry, Dairy & Poultry 

- Fuel & Fodder 

-Health and Sanitation including 

Hospitals, Primary Health Centre and 

Dispensaries. (Sanitation is taken under 

2215- under Water Supply and 

Sanitation) 

- Family Welfare 

2205- Art, Culture and - Library 

Library 

- Cultural Activities 

2202 – Education - Education including Primary and 

Secondary Schools. 

- Adult and non-Formal Education 

For all schemes, 2-digit sub-head for central and 2 digit 

alphanumeric for state schemes are incorporated after the minor head to 

identify the schemes under both receipt and payment constituting 4 tiers 

Account head as follow. 


1601- Grants in aid 2501-Povert Alleviation Programme 

101-Grants from GOI 101-Central Schemes 

11- NREGA 11-NREGA 

700-Normal Plan 

796-Tribal Sub-plan(TSP) 

789-Schedule caste 

Sub-Plan (SCSP) 

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02-Wages (object head)

Whenever required the minor head 800-Other Receipt under 

Receipt Head and 800-Other Expenditure under Expenditure may be 

linked to the corresponding Major Head. 

The Minor head 901- Share of net proceeds assigned under in each 

Major head under Tax Receipts for recording the share of Panchayats 

received from Central and State Government. 

4.11 Third two digit classifications are the sub–head which 

represents the scheme. 

As mentioned in the PRIASoft, there are three types of Schemes 

representing as Central Scheme, State Specific Scheme and Own Fund of 

the PRI which are mapped as sub-head in Model Accounting System. 

Central Schemes have the two digit numeric code which is taken care off 

by Central user. States specific Schemes are assigned with two digit 

alphanumeric codes which are to be uploaded in the software at the 

State user login and PRIs have to map the schemes as per their 

requirements. Standard Sub-heads for Central and State Schemes are as 

follows. 

Standardised Sub-Heads for Some Central Schemes 

Scheme 

Code 

(Sub Head) 

Scheme Description 

11 Mahatma Gandhi National Rural Employment Guarantee 

Scheme (MGNREGS) 

12 Sampoorna Gramin Rozgar Yojana (SGRY) 

13 Swaranjayanti Gram Swarozgar Yojana(SGSY) 

14 Indira Awas Yojana (IAY) 

15 National Rural Health (NRHM) 

16 Accelerated Rural Water Supply Programme (ARWSP) 

17 Total Sanitation Campaign 

18 Mid Day Meal Scheme 

19 Sarva Shiksha Abhiyan 

20 Pradhan Mantri Gram Sadak Yojana (PMGSY) 

21 Integrated Watershed Management Programme 

22 Integrated Child Development Services (ICDS) 

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Standard Sub-Heads for State Schemes 

• BIJU GAJAPATI YOJANA (BGY )-BGY 

• BIJU GRAM JYOTI YOJANA-BGJY 

• BIJU KANDHAMAL YOJANA-BKY 

• BIJU KB K Y OJA NA- BKB K 

• Cement Concrete Road-CCR 

• CHIEF MINISTER RELIEF FUND-CMRF 

• DPAP WATERSHED-DW 

• GGY- GGY 

• Infrastruc ture Developm ent 

• IW D P W ATERSH ED (IW M P, IWD P - 

I,II,III)-IWDP 

• MADHUBABU PENSION YOJANA-MBPY 

• MINOR IRRIGATION PROJECT FOR 

PANCHAYAT SAMITI-MIP 

• ML AL AD-M L ALA D 

• Infrastruc ture Deveopment 

• MO KUDIA -MO KUDIA 

• Housi ng 

• OREDA GRANT-OREDAG 

• PUBLIC DISTRIBUTION SYSTEM-P DS 

• REPAIR OF BLOCK OFFICE BUILDING- 

BLDG 

STATE SC HEMES - O RISSA 

•RURAL ROAD (PANCHAYAT SAMITI, GRAM 

PANCHAYAT)-RR 

•SHG TRAINING (DWCRA,MVSN)-SHGT 

•SPECIAL PROBLEM - PLA N FUND-SPPF 

•STAFF SALAR Y AND OFFICE CONTIGENCY- 

SSAOC 

•ST AND SC DEVELOPMENT GRANT-SSDG 

•STATE FINANCE COMMISSION-SFC 

•Community Infrastructure 

oCESS 

oENTERTAINMENT TAX 

oKENDU L EAF GRANT (KL- GRANT) 

oPANCHAYAT INCENTIVES 

oSAIRAT 

•Individual Infrastructure 

oGRANTS-IN-AID(GIA) 

(HONORAR IUM,TA,DA & SITTING 

FEES) 

•TEACHER SALARY-TS 

•TRIPTI-TRIPTI 

•Capacity Building 

•Community Mobilization 

•Cr edit Linkage 

•UNDP GRANT-UNDPG 

•UNTIED FUND-UNF 

•WESTERN ORISSA DEVELOPMENT 

COUNCIL-WODC 

4.12 Object Head : Fourth two digit object head has been taken up to 

record the most commonly used item of expenditure. C & AG allowed 

opening object head as per requirement by the PRIs. The recommended 

object heads by the C & AG are as follows. 

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The 01-Salary object head and 08- Other Expenses are clubbed 

with various items of expenditure by C Comptroller and Auditor General 

of India which are mentioned as follows. The PRIs may book various 

components of Salary in one object head i.e “01-Salaries” and 

similarly various contingent expenditure in one object head “08-Office 

Expenses “as mentioned below. 

Items included in Salary & OE 

Salaries: includes in these object head Other Expenses (2) includes in these object 

head 

(i) Pay of officers, 

(i) Local purchase of stationery, 

(ii) Dearness pay of officers, 

(ii) Liveries, 

(iii) Dearness Allowance of Officers, (iii) Telephone & trunk calls, 

(iv)Payof establishment, 

(iv) Furniture, 

(v) Dearness pay of establishment, 

(vi) Dearness Allowance of 

establishment, 

(vii) Bonus , 

(v) Service postage stamps, 

(vi) Purchase of books & publications, 

(vii) Office expenses and miscellaneous , 

(viii) Staff car, 

(ix) Water cooler, 

(viii) Interim relief, 

(x) Typewriter, 

(ix) Other allowances (CCA, HRA & other (xi) Purchase of accounting machine, 

fixed allowances), 

(xii) Charges paid to the State Government for 

(x) Children education allowances, 

(xi) LTC, 

Police Guards, 

(xiii) Hot and cold weather charges, 

(xiv) Electricity & water charges, 

(xii) Transport allowance. 

(xv) Purchase of photo copier, 

(xvi) Purchase of computer & laser printer. 

The object head is linked to only payment, but not to Receipt 

heads. However, some case, there are provisions for linking the receipt 

head to sub-plan Sectors like Normal Plan, Tribal Sub-Plan and Schedule 

Caste Sub-Plan (SCSP). 

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4.13 Accounting Procedure 

1) The accounts are prepared on cash basis i.e. a transaction is only 

recorded when cash is received or paid. 

2) Period of accounts is a financial year as a period of 12 months from 

1 st April to 31st March ending of next year. 

3) Daily transactions shall be recorded in Cash Book. 

– The receipts are recorded on receipts side and payments on 

payments side. 

– Every day the cash book shall be closed and Closing Balance 

worked out would then form the Opening Balance for next day. 

– Classification / head of account for each transaction shall be 

clearly mentioned. 

4) Every day the details of transactions as recorded in the cash book. 

– Transferred to Register of Receipts if the transaction is receipts 

– Transferred to Register of Payments if it is payment. 

Daily transactions recorded will be transferred automatically either 

to register of receipts or to register of payments. 

5) At the end of the month total of receipt and payment up to object 

head should be shifted to monthly receipts and payment register. 

(Format – I) 

6) The monthly figure added to month’s progressive total and figures 

upto end of the current months can be worked out in the consolidated 

abstract register in (Format – II). 

7) Bank Reconciliation: 

– At the end of the month the bank and treasury reconciliation 

should be completed. 

– Differences between cash book, bank and treasury balances are 

to be rectified. 

– Corrections should be made then & there in the Register of 

Receipts and Register of Payments. 

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– Totals in Register of Receipts and Payments can be struck which 

would give the total expenditure under each head of account 

for the month. 

8) Annual Receipts and Payment Account can be worked out at the 

end of the year. 

9) After closing of March Accounts, Reconciliation of Receipts and 

Expenditure figures with the Departments (online, where facility 

is available) should be carried out to detect any misclassification 

clear the unclassified transaction booked in the Suspense 

accounts and all transactions appearing as Transfer entries. 

The final progressive figure under each head be worked which 

completes the accounting process for that year. 

10) Receipts and Payment account is prepared on the basis of 

figures from the Consolidated Abstract. 

11) PRIs may prepare their budget of adopting the classifications 

prescribed in receipts and payment account and list of codes for 

function, programmes and activities prescribed. 

12) Refund of revenues/re-imbursement of expenditure of the current 

year is to be accounted as reduction of receipts/expenditure. 

13) Register of Receivable and Payable, Register of Movable and 

Immovable property, Register of Inventory, Register of Demand, 

Collection and Balance form integral part of the annual accounts. 

Maintenance of these register would help in subsequent switch 

over to the modified accrual system of accounting. 

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Chapter – V 

Understanding of financial 

formats prescribed by C & AG 

5.1 Definition of Financial Statement 

Financial statements refer to income / expenditure statements and other 

supporting statements which are derived from accounting records. 

Financial statements give clear financial status of the organization. 

5.2 Apart from existing financial statements financial statements also 

include registers / statements to be generated basing on 

• Eight model accounting formats which are simple, 

comprehensive and robust 

• Eight formats on database finance of PRIs. 

5.3 Eight Model Accounting Formats 

Eight model accounting format as suggested by C & AG with 

reference to the Panchayat Rule includes 

Format – I Monthly / Annual receipts and payment 

accounts (Annexure – 5.1) 

Rule 100, 108, 133 (1), 133 (3), 138, 206 (e), 

206 (j), 234, 236 (b) 

Format – II Consolidated Abstract register 

(Annexure – 5.2) 

Rule 100 (2), 120, 234, 236 (b) 

Format - III Reconciliation Statement (Annexure – 5.3) 

Rule – 119 (2), 134 (9), 234, 236 (b) 

Format - IV Statement of Receivable and Payable 


Rule – 43(1) , 100 (3), 138, 234, 236 (b) 

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Format - V Register of immovable property 


Rule – 55, 66 (3), 71, 234, 236 (b) 

(a) Road (b) Land (c) Others 

Format – VI Register of movable property 


Rule – 55, 66 (3), 71, 143, 234, 236 (b) 

Format – VII Inventory Register (Annexure – 5.7) 

Rule – 32 (6), 143, 234, 236 (b) 

Format – VIII Demand Collection & Balance Register 


Rule – 118 (1), 206 (f), 234, 236 (b) 

5.4 Format – I Monthly / Annual receipts and payment accounts 

� This register disclose the monthly receipt and expenditure of 

PRIs. 

� Since the financial statements are now prepared on cash basis 

the receipt and expenditure statement shall include all the 

receipt earned during the year and expenditure actually 

incurred. 

� Opening Balance should be recorded as per cash in hand, bank 

and treasury investments. 

� Daily transaction recorded in the cash book shall be 

transferred to register of receipt and register of payment. 

From the register of receipt and register of payment the total 

receipts and payments are to be posted to monthly receipt 

and payment account. 

� Budget estimates for receipt head is the receipt to be collected 

/ received by PRIs. 

� Amount actual is the actual receipt collected / expenditure 

incurred. 

� Budget estimates for the expenditure column is the amount 

estimated by the PRIs to incur expenditure under appropriate 

head during the financial year. 

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� For PRIs accounts to be maintained in two parts. 

Note 

o Part I – To record all receipts and expenditure relating 

to Panchayat fund. 

o Part II - To record all receipts and expenditure relating 

A) Receipts 

to Provident fund loans deposits and advances etc. 

Following receipt entries shall be made in receipt side 

• Tax receipts 

• Non Tax receipts 

• Grants-in-aid 

• Capital receipts 

• Tax receipts 

Income of Panchayats from collection of different tax 

like 

� Registration fees 

� Street lightening 

� Drainage tax 

� License etc. 

are to be added in receipt side. 

This has been reflected in receipt major heads from 

0028 to 0045. 

• Non Tax receipts 

Income from non tax receipts includes 

� Interest from bank receipts 

� Market and fair 

� Cattle pond 

� Orchard 

� Pisciculture 

� Compost 

� Ferry ghats 

� Slaughter house and Cart stand 

� Rent received 

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� Grain golas / Co-operative societies 

are to be added in receipt side. 

This has been reflected in receipt major heads from 

0049 to 0851 

• Grants-in-aid receipts 

Grants from Central Government Schemes, State 

Government Schemes and other institutions are to be added 

under grant –in –aid receipt head i.e. 1601. 

• Capital Account receipts 

Capital receipt includes income generated out of selling 

assets that have long term value. Capital receipt also 

includes market loan and external loans. Capital receipts is to 

be added under capital account receipt head i.e. 4000. 

B) Expenditure 

Payment register shall be maintained basing on payment / 

expenditure incurred under 

� Revenue Expenditure 

� Capital Expenditure 

� Revenue Expenditure 

Revenue Expenditure is an expenditure other than capital 

in nature being matched against the revenue. 

� Capital Expenditure 

Capital Expenditure is the expenditure incurred by the PRIs 

towards creation of capital assets out of the funds earmarked 

for it. 

5.5 Format – II Consolidated Abstract register 

♦ The consolidated abstract registers for receipt or payment are 

the registers derived from monthly receipt and payment 

accounts. At the end of each month the total receipt and 

payment is to be posted to monthly receipt and payment 

account. The monthly figure is to be added to progressive total 

and figures up to the end of the current month can be worked 

out in the consolidated abstract register. 

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♦ Budget provision is the figure chalked out by PRIs during 

preparation of their own budget. 

5.6 Format – III Reconciliation Statement with Bank / Treasury 

♦ At the end of each month Panchayat Institutions may reconcile 

their figure with bank or treasury, if any discrepancy is found 

in between the cash in cash book and cash with bank / 

treasury. 

5.7 Format – IV Receivable and Payable register 

♦ This register is to be filled as per statements prescribed in 

format four. 

♦ Information to be recorded are 

o Amount receivable is any amount to be received in 

future towards collection of revenue. 

o Amount payable is the amount due to be paid in future 

towards any expenditure. 

o Filling up this format is a step towards maintaining 

accounts on accrual basis. 

5.8 Format – V Register of immovable property 

♦ This registers give a clear picture on maintenance of records 

regarding immovable properties like 

a) Roads 

b) Lands 

c) Others. 

a) Roads 

Information to be recorded 

• Name of the Road / Location 

• Starting to ending point 

• Total length in Km. 

• Average width 

• Date of construction 

• Date of repair 

• Total cost 

• Average cost of construction 

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) Lands 

Information to be recorded 

c) Others 

• Date of transfer / purchase or acquisition 

• From whom transferred / purchase or acquired 

• Purpose of transfer / purchase or acquisition 

• Reference to agreement 

• Area of the land 

• Survey no with boundaries 

• Assessment or valuation (value of the property) 

• Whether boundaries sketch of the land is available 

• Building, if acquired with the land 

o Brief details of structure 

o Plinth area 

• Utilization of the land / building 

• Amount paid (Rs.) 

• No. date and voucher remarks 

• This format is used to keep record of immovable 

property other than roads and land 

• Date of acquisition, purchase, construction or 

received or transfer 

• No. and date of orders under which the property 

was acquired, purchased, constructed / transferred 

• Description and location of Assets 

• Purpose for which acquired 

• Valuation at the beginning of the year 

• Revaluation if any, the date and actual amount of 

revaluation (as per Rules) 

• Depreciation / Appreciation as per rules 

• Valuation of at the end of the year 

• If disposed date of disposal 

• Reasons for disposal with authority 

• Amount realized on disposal (in Rupees) 

- 22 -

• Initials of competent authority 

• Remarks 

5.9 Format – VI Register of movable property 

♦ Register of movable property is maintained as per format six. 

♦ This highlights on 

� Date of acquisition, purchase, receipt and transfer of 

movable property. 

� No. and date of orders under which the property was 

acquired, purchased, constructed / transferred 

� Description and situation of property 

� Whether the property is used for any purpose 

� Valuation at the beginning of the year 

� Revaluation if any, the date and actual amount of revaluation 

(as per Rules) 

� Depreciation as per rules 

� Valuation of at the end of the year 

� Whether disposed 

� Reasons / authority for disposal 

� Amount realized on disposal 

� Initial of competent authority 

� Remarks 

5.10 Format – VII Inventory Register 

♦ This register is maintained to record the issue of stock and store 

items 

♦ The format is used to keep record on 

� Opening balance of stock (Quantity and Value) 

� Voucher No. and date 

� From whom received 

� Receipts (Quantity and Value) 

� Total (Quantity and Value) 

� To whom issued and for which purpose 

� Issued or sold (Date, Quantity and Value) 

� Closing Balance (Quantity and Value) 

- 23 -

� Signature of the Issuing Officer 

� Signature of the Receiving Officer 

5.11 Format – VIII Demand collection & Balance Register 

♦ This register is maintained to assess the tax to be collected and 

tax collected against the due 

♦ Following information are to be recorded in demand collection 

and balance register 

� Name of the person from whom tax is to be collected 

� Reference serial no. in register of assesses 

� Demand for the current finance year 

� Arrear demand of previous years 

� Permission / Details of amount write off if any 

� Total tax amount due 

� Total amount collected 

Database on Finances of PRIs / ULBs 

5.12 Format – 1 (Annexure – 5.9) 

♦ Opening Balance of this formats shall include closing balance of 

funds available under C.F.C / S.F.C and own sources 

♦ Budget allocation is the fund position to be received by PRIs 

earmarked for them 

♦ Amount received is the actual funds received 

♦ Target from own source (tax and non – tax) 

♦ Actual received from own source 

♦ Target for financial utilization for the current year 

♦ Actual financial utilization against the target and percentage of 

utilization 

♦ Details of the balance fund available i.e. fund parked at bank / 

PL account 


♦ This format highlights on target income from own source i.e. 

tax revenue and non tax revenue and collection against the 

target. 

- 24 -

♦ Tax to be collected from Panchayat tax / property tax (target) 

and collection against the target, percentage of collection 

♦ Tax to be collected from Irrigation tax from Tube wells / water 

tax (target) and collection against the target, percentage of 

collection 

♦ Tax to be collected from Income from Hats/ Bazars/ Fish 

Ponds/ Cattle / Fairs/ Markets/ Slaughter houses (target) and 

collection against the target, percentage of collection 


♦ This format highlights the total revenue / income of a PRI and 

expenditure incurred against this. 

♦ Income shall include own tax revenue, own non tax revenue, 

other revenue (bank interest) State Government grant, Central 

Government grant. 

♦ Expenditure shall be bifurcated 

• Expenditure on core services (Drinking water 

supply, Rural Sanitation, Street Lightening, Primary 

Education, Primary Health care Hospitals, Housing, 

Public Transportation and Rural Roads). 

• Expenditure on non core service (Administrative 

expenses) 


♦ This format highlights on financial progress of all the schemes 

♦ This format gives clear picture on receipts from Center’s share 

and State’s share of the schemes and expenditure against the 

receipts. 

♦ Name of the scheme is to be mentioned 

♦ Opening Balance carried forward from closing balance of 

previous financial year is to be recorded 

♦ Receipts from Center’s share and State’s share is to be 

recorded 

♦ Target of utilization and funds actually utilized along with the 

percentage is to be recorded 

- 25 -

♦ Closing balance after the expenditure is to be reflected 


♦ This gives the clear picture of expenditure profile of PRIs 


o Expenditure on Salaries & Other Admin. Expenses 

o Terminal Benefits to Employees (Retirement, GIS 

settlements, death claims etc.) 

o Expenditure on Obligatory/ Core Function 

o Other Function 

o Maintenance of Assets 

♦ Total Expenditure is to be bifurcated as follows 

o Expenditure on Centrally Sponsored Schemes 

o Expenditure on State sponsored Schemes 


♦ This format gives a picture on physical progress of funds 

allocated by Central Finance Commission and Sate Finance 

Commission 


• Name of the scheme (CFC / SFC) 

• Name of the work taken under (CFC/SFC) 

• Target fixed for completion of the work 

• Percentage of completion 

• Reason for shortfall if any 


♦ This format gives a picture on physical progress of 

programmes / schemes 


� Annual target of work to be taken under different 

schemes or programmes 

� Completion status 

� Percentage of completion 

� Balance of work if any 

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� Reason for shortfall if any 


♦ This format gives a picture on Share of Revenue Transfers to 

PRIs / ULBs in State Revenue Expenditure 

♦ Information to be recorded 

o Revenue Exp. Of State Government, Actual incurred for 

previous year 

o Devolutions on PRIs 

o Percentage of Expenditure of PRIs in comparison to 

Expenditure of State Government 

o Revenue expenditure to be incurred as per budget 

estimate of the current year by the State Government. 

o Devolution on PRIs 



o Revenue expenditure to be incurred as per revised 

estimate of current year 




o Actual expenditure incurred by State Government 



Expenditure of State Government for the current year 

- 27 -

Chapter – VI 

Step by Step entry of vouchers 

in PRIASoft 

6.1 With increase in fund-flow to the PRIs, it became imperative to put 

in place a system which could address to the challenges of maintaining 

the daily financial transaction of all the level of PRIs in a transparent 

manner. 

To begin with, implementation of online entries on Accounts of 3-tier 

PRIs and to know the flow of funds under different schemes in shape of 

Cash, Bank, Treasury and Advance, Panchatati Raj Department had been 

introduced with technical support of local NIC during the year 2002-2003 

- 28 -

through a software “PRIASoft” to know the balance of fund available in 

each tier of PRI in all the schemes. Scheme-wise monthly availability of 

fund at each tier was placed in the public domain. The month ending 

analysis of fund flow gave a broad picture of the utilisation of fund under 

different schemes/programs during the month. As it was not possible to 

capture information on daily financial transaction, this application was 

not very much useful from the point of view of accounting and auditing 

purpose. However, this experiment gave us the confidence to move to 

the next level of automation of PRI accounts. 

After lot of brainstorming at the Department level, it was decided to 

implement one Accounting Software customised to the requirement of 

Panchayati Raj Institutions at the level of Zilla Parishad and Panchayat 

Samiti placing the strong manpower and infrastructure. 

In the year 2004, Xavier Institute of Management(XIMB), 

Bhubaneswar which is a leading Management Institute in the State and 

has been declared as Centre of Excellence came up with proposal to 

develop an application tailor-made for maintaining the accounts of Zilla 

Parishad and Panchayat Samiti. With constant support and feedback 

from the functionaries of Panchayat Raj Department, Finance 

Department and Auditor General of Orissa the software development 

team of XIM made an attempt to devise an accounting software 

application for generating computerised cashbook based on double-entry 

accounting system. The Software Application which was developed using 

Oracle Database (Oracle-9i) as RDBMS was given the acronym of PAMIS 

(Panchayat Accounting Management Information System). To begin with 

the application was deployed in standalone computer systems in all Zilla 

Parishad (Zilla Panchayat) and Panchayat Samitis (Block Panchayat) in 

the year 2004-05. From 1 st of July,2007, the PAMIS generated cash book 

was made mandatory and declared as the official cashbook of Zilla 

Parishad and Panchayat Samiti with executive instruction from 

Panchayati Raj Department, Government of Orissa which could capture 

each financial transaction and resulted in accurate maintenance of 

- 29 -

accounts at DRDA/Block level discontinuing the earlier manual cash 

book. 

The Principal Accountant General and Finance Department of the 

State were consulted while designing formats for maintaining the 

accounts using this application. The web version of PAMIS was adopted 

in the year 2008 under the Oracle 10g database and the month ending 

report of the PAMIS was uploaded in the PRIASoft having citizen 

interface. This was done by mapping each scheme head to the 

appropriate scheme filled in the PRIASoft. 

However, PAMIS application does not recognise the Budget Head of 

account under the Model Accounting System for Panchayats, prescribed 

by the Comptroller and Auditor General and the Ministry of Panchayati 

Raj. , Government of India. By this time, the reports of the 13 th Finance 

Commission was made available for public consumption. As mentioned 

in the report of the 13 th Finance Commission, the performance grant 

was tied up with number of conditions to be fulfilled by the State 

Government, one of the conditions was to put in place standardise 

Account System for the PRIs. 

Other limitations of PAMIS were that it was not extended up to Gram 

Panchayat level; also it is single layer application which did not give any 

consolidated figures on the accounts of 3-tire PRIs. To overcome these 

challenges, PRIASoft-2010 was adopted by the State Government which 

has the features to address the challenges faced by the department in 

maintaining financial accounts of PRIs. 

6.2 Stages of evolution of PRIASoft : Through various stages of 

evolution, Department has arrived at this stage bringing the earlier 

version of PRIASoft of Fund Management and PAMIS to the current 

Model Accounting System for PRIs in PRISoft-2010 on transaction 

management. But this has been taken as challenge for us for 

implementation in the 3-tier PRIs. 

a. Participation and sharing : To begin with, a consultation workshop 

was oraganised on 10 th December 2009, which was attended by the 

- 30 -

Principal Accountant General; Examiner, Local Fund Audit; Director, 

Treasury; and representative NIC. In this consultative workshop the 

following decisions are taken: 

• The Technical Team of NIC, New Delhi to study the accounting 

system adopted in PAMIS and recommend mapping with the 

modified version of PRISoft-2010. 

• A trial implementation will be taken up at the Bhubaneswar 

Panchayat Samiti. 

b. Subsequently, another consultative meeting was organised on 4 th 

January 2010 which was also attended by Senior Officers from the 

office of Accountant General, State Finance Department, Examiner 

Local Fund Audit. In this meeting it was unanimously resolved that 

Chartered Accountant Firms empanelled with C & AG India will be 

entrusted with the responsibility to upload vouchers in the modified 

PRIASoft (PRIASoft-2010) and compile the accounts of the Gram 

Panchayats. 

c. Another meeting was held, which was attended by the Representative 

of Finance Department, NIC, Local Fund Audit and few functionaries of 

Panchayati Raj Institutions. In this meeting it was decided to test 

check the PRIASoft application is one of the Gram Panchayats under 

Bhubaneswar Panchayat Samiti. Also, the following administrative 

arrangements were made to fast track implementation of PRIASoft in 

the State : 

• The District Panchayat Officers were declared as the Nodal 

Officer for maintenance and rationalization of Gram 

Panchayat Accounts. 

• All the Gram Panchayat to keep their cash book updated and 

authenticated by the Competent Authority within 7 days. 

• The Gram Panchayats Extension Officers at the Panchayat 

Samiti level to ensure updation and authentication of the 

cash book of all Gram Panchayats. 

- 31 -

• All Gram Panchayats to keep their fund only in one bank as 

per the earlier instruction of the Panchayati Raj Department 

preferably in the nearest service branch of State Bank of 

India. 

d. A video Conferencing was organised with the Technical Team of NIC 

New Delhi on . The Technical Team washeaded by Sri D.C Mishra Sr. 

Technical Director NIC. Principal Secretary Panchayati Raj Department 

along with other officers attending the video conference and 

suggested important suggestions to be incorporated in the software to 

make it user friendly. 

e. Few inputs were communicated to NIC Team based on the findings 

while piloting the PRIASoft Application in the Bhubaneswar Panchayat 

Samiti and one Gram Panchayat. 

f. Ministry of Panchayati Raj then organised a workshop on model 

accounting system and PRIASoft on various issues pertaining to 

implementation of the simplified model accounting system. Two of our 

officers handling the PRIASoft attended the workshop and given 

valuable inputs for further modification of the application. 

g. Technical and Accounts Personnel from the Zilla Parishads were 

invited to attend the one workshop on PRIASoft on 3 rd June, 2010. A 

demonstration of the PRIASoft application was made before the 

participant and the very important feedbacks were gathered from the 

field functionaries, which was subsequently forwarded to the Technical 

Team of the NIC suggesting necessary modification in the software. 

h. Subsequently another Workshop was organised on 24 th July 2010, 

which was attended by the IT professional of Zilla Parishads and 

Panchayat Samitees. The NIC Team from New Delhi also attended the 

workshop. In this workshop issues relating to software management, 

training of functionaries and software modification were discussed in 

detail. The findings of this workshop were also forwarded to the 

Ministry of Panchayati Raj. 

- 32 -

i. Ministry of Panchayati Raj organised an workshop on 19 th and 20 th 

August 2010 which was attended by the Principal Secretary and two 

other Technical Persons of the Department. 

j. During 15 th 16 th and 17 th September 2010, a workshop on Model 

Accounting System and PRIASoft were organised for ZP and the 

Panchayat Samiti functionaries specifically Account Professionals and 

IT professionals. 

6.3 Procedure of entry of vouchers in modified PRIASoft 

6.3.1 User Login 

The user can login to PRIASoft as a Administrator and a General 

user. As a Administrator, he can able to enter Master data and also 

vaoching. But as a general user, he can only do transaction entry in the 

software. 

Selection of Administration/User: Zillaparishad / Block Panchyat 

Administration / Village Panchayat Administration are to be done. 

- 33 -

6.3.2 Selection of Role 

At the present scenario, after login to the district user, it is 

necessary to select the role in which you will have to work i.e ZP or BP or 

GP. 

6.3.3 Master Data Entry. 

- 34 -

6.3.4 Financial year is to be set once in a financial year. OB will be 

automatically carried forward to next financial year. 

6.3.5 Schemes available for operation for G.P / PS/ZP is to be mapped as 

per the recruitment of Administration. 

- 35 -

6.3.6 Treasury details. Treasury name, Treasury name in local 

language, Treasury code (4digit), Treasury location are to be entered. 

6.3.6.1 Treasury Mapping: All treasury of the district were entered 

at the district level Administrator login. Panchayat Samiti and DRDA have 

to map the treasury coming in their jurisdiction as illustrated below. 

- 36 -

6.3.6.2 Treasury Account: Adding of Personal Ledger Account 

number is to be added in the master data as per the detail illustrated 

below. 

6.3.6.3 Mapping of Treasury Account Number to scheme: 

Mapping the schemes to the Treasury Account number has to be don9e 

before any transaction entry. 

6.3.7 Bank Details 

6.3.7.1 Bank Branch details: All bank branches of the district shall 

be entered in the master database as per the following details through 

administrative login. DRDA, Block and GPs shall have to map as per their 

requirement against these branch branches at their login. 

� Bank name 

� Branch code 

� MICR code 

� IFC – RTGS code 

� BSR (Basic Statistical Return) code 

- 37 -

6.3.7.2 Mapping of Bank Branch to PRI Unit :The procedure of 

mapping of bank branches to PRI units is below. 

� Bank name 

� Name of PRI 

� Bank name to be selected 

� Select bank branches 

- 38 -

6.3.7.3 Mapping of Bank Account Number to Schemes : 

Software has the provision to map a single bank account number to 

multiple schemes and also a single scheme to multiple bank accounts i.e 

many to many topology. 

6.3.7.4 Cheque Book Detail : PRIASoft software has the 

provision to capture the details of each cheque of bank account under 

which transaction shall be made. The detail process of capturing cheque 

detail is illustrated below. 

- 39 -

6.4 Post Office Detail : 

6.4.1 Details of the head Post Office: Name of the Post Office and 

Type either Head Office or Sub-Office are the mandatory field in the 

software which are required for recording transactions through post 

office. 

6.4.2 Mapping of Post Office Account number to the Scheme: One 

to one, one to many and many to many mapping facility are available in 

the software. 

- 40 -

6.5 Employee Detail: Employee code and employee name are the 

mandatory fields. These 

6.6 Agency Detail : The master of Agencies involved with the PRI are 

to be recorded to capture their day-to-day financial involvement with 

PRI. 

- 41 -

6.7 Resident Detail : The master data for resident detail is required 

to be captured for recording the history of assistance. 

6.8 Stock Detail : Each PRI will have some stock for taking up 

development works. For such, cement, building material etc. are 

required. The details of stock purchase and utilisation can be recorded in 

PRIASoft. 

- 42 -

6.9 Case Record : Each work executed by the PRI has one unique 

case record. This case record will tell the current progress and history of 

the work. So before going to record the detail transaction of a work, the 

case record details are recorded in PRIAsoft. 

6.10 Opening Balance: Opening Balance of each scheme shall be 

entered in the software as on 1 st April, 2010. Actual fund available in 

Bank pass book as on 1 st April,2010 shall be taken in opening and any 

negative balance in the bank pass book should be reconciled 

immediately. 

- 43 -

6.10.1 Data Entry Screen of Opening Balance 

6.10.1.1 Advance to Agency: Advance can be given either to Agency 

or Employee to execute any work. Agency is further categorised as PRI, 

Line Department and Others. When any advance is given it will be 

booked under the Major Head 8550-Civil Advance and when the agency 

receives the fund, it will receive under 8550-Civil Advance as the same 

major head appear in both Receipt and Payment side with corresponding 

minor and object head. 

- 44 -

6.10.1.2 Advance to Employee(1): Advances given to employees 

for any personnel loan can be booked under Major Head 7610-Loans to 

Panchayat Employees with corresponding minor head such as 101 House 

Building Advance, 102- Motor Car/Cycle Advance, 103-Cycle Advance, 

104-Festival Advance. 

6.10.1.3 Advance to Employee (2): Advances given to employees 

for execution of project/work can be booked under major head 8550- 

Civil Advance with corresponding minor head such as 101-Advance to 

PRI functionaries. 

6.10.1.4 Stock Opening Balance 

- 45 -

6.11 Voucher Entry in PRIASoft 

Every organization records its financial transaction in a cash book. 

Each financial transaction is called a voucher. There are 4 types of 

financial transactions i.e. 1. Receipt, 2. Payment, 3. Contra and 4. 

Journal. PRIASoft has also provision to record the financial trasaction 

through above 4 types of vouchers. 

Receipt Transaction 

All type of receipts like Grant-in –aid, Interest received, Refund of 

Advance, Sale of Gunny Bags / Cement Bags, Own Income etc. are 

captured under this type of transaction. 

Payment Transaction 

All type of payment / expenditure like payment to Executants/ 

Agencies/ Employees, Interest Paid, Advance paid, Royality/ Security 

paid, salary paid etc. are captured under this type of transaction. 

Contra Transaction 

Any transaction between cash to bank or bank to cash or bank to 

bank within a cash book / scheme without changing the total closing 

balance is classified as contra transaction. 

Journal Transaction 

Any transaction without involvement of cash or bank is classified as 

Journal Transaction. Any rectification i.e. wrong entry, advance 

adjustment, issue of stock etc. are to be handled through Journal 

Voucher. 

- 46 -

Each transaction has 6 components in PRIASoft. They are Add, Modify, 

View, Delete, Freeze and Unfreeze. 

6.11.1 Receipt Transaction : There are 5 types of Receipt 

transactions. They are Direct, Transfer, Advance Receipt, Refund of 

Advance and Cancellation of Cheque. 

- 47 -

6.11.1.1 Receipt – Direct : Receipt in shape of cash, cheque, bank 

draft are recorded in Direct Receipt. 

6.11.1.2 Receipt – Transfer : Receipt of funds through transfer from 

State to ZP, ZP to PS and PS to GP (within the PRI) is recorded in 

Transfer Receipt. A good feature in PRIASoft is that a Payment Transfer 

of ZP to PS or GP will automatically make Receipt Voucher in PS or GP 

respectively. Receipt of this can automatically be intimated to the higher 

tier by way of SMS or e-mail. 

Step 1 

- 48 -

Step 2 

6.11.1.3 Receipt – Advance Receipt : Receipt of funds from outside 

the PRI for execution of their work can be recorded through Advance 

Receipt. 

6.11.1.4 Receipt – Refund of Advance : If advance have already 

been given to a Line Department, Employee or Agency, after execution 

of the work by them, they refund the balance amount. This recorded in 

refund of advance. 

Step 1 

- 49 -

Step 2 

Step 3 

6.11.1.5 Receipt – Cancellation of Cheque : If amount already paid 

through cheque and cancelled for any reason can be accounted for. 

Step 1 

- 50 -

Step 2 

Step 3 

6.11.2 Payment Transaction : There 5 types of Payment 

Transactions. They are 

- 51 -

6.11.2.1 Payment – Expenditure: All type of expenditure with or 

without deduction, adjustment, kind adjustment etc. are recorded 

through this transaction. 

Expenditure 1 

Expenditure 2 

- 52 -

6.11.2.2 Payment – Transfer : Transfer of funds from higher tier to 

lower tier i.e. ZP to PS or GP, PS to GP. 

6.11.2.3 Payment Advances : Payment of advance to Line 

Department, Agency or Employee are recorded in this type of trasaction. 

- 53 -

6.11.2.4 Payment - Receipt Cancellation : 

Previously received amount through cheque can be cancelled by this 

trasaction. 

6.11.3 Contra : Transaction involving both cash and bank are 

recroded through contra voucher. E.g. Withdrawal money from Bank to 

Cash or deposit of money in bank or transfer of money from one bank 

account to another bank account in a scheme is called contra. Here the 

balance of the scheme does not chage. 

- 54 -

6.11.4 Journal : A journal voucher is created where there is no 

bank or cash transaction but this type of voucher helps the financial 

transaction to adjust the outstanding advances, rectification of wrong 

entries, adjustment work bills and provisioning expenditure of coming 

year in the current year. There are 5 types of journa vouchers in 

PRIASoft. They are Receipt Rectification, Expenditure Rectification, 

Advance Rectification, Advance Adjustment and Deduction. 

6.11.4.1 Journal – Receipt Rectification : Wrong booking of receipt 

can be corrected in later days. 

- 55 -

6.11.4.2 Journal-Expenditure Rectification : Wrong entry of 

expenditure can be rectified in later days. E.g. if you have already 

booked “expenditure on material” instead of “expenditure on unskilled 

wage”, in later days it can be rectified without tearing the cash book of 

the precious date. 

6.11.4.3 Journal – Advance Rectification : Wrong book of advance 

can be rectified. 

- 56 -

6.11.4.4 Journal – Advance Adjustment : Outstanding advance can 

be adjusted against the bill by booking the advance as expenditure. 

6.11.4.5 Journal – Deduction : The deduction of Royalty, VAT etc. 

can be recorded in a journal voucher where there is no payment. 

The following reports are available in PRIASoft Portal for day to day 

monitoring of Accounting of PRIs: 

- 57 -

Reports available in PRIASoft 

1. Day Book 

This module facilitates the user to view the Day Book Report. Day 

Book option is available in the Report menu under Report >> Day 

Book. For accessing this option the user must be logged in to the 

application as PRI Administrator or PRI User. The PRI Administrator 

can be assigned the role of Zilla Panchayat Administrator, Block 

Panchayat Administrator or Village Panchayat Administrator. Similarly, 

the PRI User can be assigned the role of Zilla Panchayat User, Block 

Panchayat User or Village Panchayat User. 

2. Monthly Cash Book Report 

This module facilitates the user to view the MonthlyCash Book 

Report. MonthlyDay Book option is available in the Report menu under 

Report >> Monthly Cash Book. For accessing this option the user 

must be logged in to the application as PRI Administrator or PRI 

User. The PRI Administrator can be assigned the role of Zilla Panchayat 

Administrator, Block Panchayat Administrator or Village Panchayat 

Administrator. Similarly, the PRI User can be assigned the role of Zilla 

Panchayat User, Block Panchayat User or Village Panchayat User. 

3. Scheme-Wise Cash Book Report 

This module facilitates the user to view the Scheme-WiseCash 

Book Report. Scheme-WiseDay Book option is available in the Report 

menu under Report >> Scheme-Wise Cash Book. For accessing this 

option the user must be logged in to the application as PRI 

Administrator or PRI User. The PRI Administrator can be assigned the 

role of Zilla Panchayat Administrator, Block Panchayat Administrator or 

Village Panchayat Administrator. Similarly, the PRI User can be 

assigned the role of Zilla Panchayat User, Block Panchayat User or 

Village Panchayat User. 

- 58 -

4. Ledger Book Report 

This module facilitates the user to view the LedgerBook Report. 

LedgerBook option is available in the Report menu under Report >> 

Ledger Book. For accessing this option the user must be logged in to 

the application as PRI Administrator or PRI User. The PRI 

Administrator can be assigned the role of Zilla Panchayat Administrator, 

Block Panchayat Administrator or Village Panchayat Administrator. 

Similarly, the PRI User can be assigned the role of Zilla Panchayat User, 

Block Panchayat User or Village Panchayat User. 

5. Scheme-Wise Journal Book Report 

This module facilitates the user to view the Scheme-WiseJournal 

Book Report. Scheme-WiseJournal Book option is available in the Report 

menu under Report >> Scheme-Wise Journal Book. For accessing 

this option the user must be logged in to the application as PRI 

Administrator or PRI User. The PRI Administrator can be assigned the 

role of Zilla Panchayat Administrator, Block Panchayat Administrator or 


assigned the role of Zilla Panchayat User, Block Panchayat User or 

Village Panchayat User. 

6. Scheme-wise Cheques Receipt Register 

This module facilitates the user to view the Scheme-Wise 

Cheques Receipt Register Report. Scheme-Wise Cheques Receipt 

Register option is available in the Report menu under Report >> 

Scheme-Wise Cheques Receipt Register. For accessing this option the 

user must be logged in to the application as PRI Administrator or 

PRI User. The PRI Administrator can be assigned the role of Zilla 

Panchayat Administrator, Block Panchayat Administrator or 


assigned the role of Zilla Panchayat User, Block Panchayat User 

or Village Panchayat User. 

- 59 -

7. Scheme-Wise Cheques Issue Register Report 

This module facilitates the user to view the Scheme-Wise Cheques 

Issue Register Report. Scheme-Wise Cheques Issue Register option is available 

in the Report menu under Report >> Scheme-Wise Cheques Issue 

Register. For accessing this option the user must be logged in to the 






8. Register of Advances Report 

This module facilitates the user to view the Register of Advances 

Report. Register of Advances option is available in the Report menu 

under Report >> Register of Advances. For accessing this option the 

user must be logged in to the application as PRI Administrator or PRI 





9. Register of Receivable and Payable 

This module facilitates the user to view the Register of Receivable and 

Payable. Register of Receivable and Payable option is available in the 

Report menu under Report >> Register of Receivable and Payable. 

For accessing this option the user must be logged in to the application as 

PRI Administrator or PRI User. The PRI Administrator can be 

assigned the role of Zilla Panchayat Administrator, Block Panchayat 

Administrator or Village Panchayat Administrator. Similarly, the PRI 

User can be assigned the role of Zilla Panchayat User, Block Panchayat 

User or Village Panchayat User. 

- 60 -

10. Annual Receipts and Payments Accounts 

This module facilitates the user to view the Annual Receipts and 

Payments Accounts Report. Annual Receipts and Payments Accounts 

option is available in the Report menu under Report >> Annual 

Receipts and Payments Accounts. For accessing this option the user 






11. Consolidated abstract register Report 

This module facilitates the user to view the Consolidated abstract 

registerReport. Consolidated abstract registeroption is available in the 

Report menu under Report >> Consolidated abstract register. For 

accessing this option the user must be logged in to the application as 

PRI Administrator or PRI User. The PRI Administrator can be 

assigned the role of Zilla Panchayat Administrator, Block Panchayat 

Administrator or Village Panchayat Administrator. Similarly, the PRI 

User can be assigned the role of Zilla Panchayat User, Block Panchayat 

User or Village Panchayat User. 

12. Monthly Reconciliation Statement Report 

This module facilitates the user to view the Monthly Reconciliation 

StatementReport. Monthly Reconciliation Statementoption is available in 

the Report menu under Report >> Monthly Reconciliation 

Statement. For accessing this option the user must be logged in to the 




- 61 -



13. Stock register Report 

This module facilitates the user to view the Stockregister Report. 

Stockregister option is available in the Report menu under Report >> 

Stock register. For accessing this option the user must be logged in to 

the application as PRI Administrator or PRI User. The PRI 

Administrator can be assigned the role of Zilla Panchayat Administrator, 

Block Panchayat Administrator or Village Panchayat Administrator. 

Similarly, the PRI User can be assigned the role of Zilla Panchayat User, 

Block Panchayat User or Village Panchayat User. 

14. Closing Balance Report 

This module facilitates the user to view the Closing Balance Report. 

Closing Balance Report option is available in the Report menu under 

Report >> Closing Balance Report. For accessing this option the user 






15. Head of Accounts Report 

This module facilitates the user to view the Head of AccountsReport. 

Head of Accountsoption is available in the Report menu under Report 

>> Head of Accounts. For accessing this option the user must be 

logged in to the application as PRI Administrator or PRI User. The 

PRI Administrator can be assigned the role of Zilla Panchayat 




- 62 -

Opening balance 

i) Cash in hand 

ii) Balance in bank 

iii) Balance in Treasury 

iv) Investments 

HEADS OF ACCOUNT 

FORMAT-I 

Cash Book of Receipt & Expenditure 

(See Rule 100,108,133(1), 133(3), 138,206(e), 206(j), 234,236(b)) 

Annexure – 5.1 

RECEIPTS PAYMENTS 

Budget 

estimates 

(Rs.) 

Amount 

Actuals 

(Rs.) 

HEADS OF ACCOUNT 

PART I – PANCHAYAT FUND PART I – PANCHAYAT FUND 

Revenue Account – Receipts 

Tax Receipts 

Revenue Account – Expenditure 

0028 Taxes on Profession, 

2049 Interest Payments 

101 

Trades etc. 

Profession Tax 101 Interest on Provident Fund 

102 Trade Tax 102 Interest on Insurance and Pension 

Fund 

103 Trade Licence Fees 103 Interest 

Accounts 

on Other Deposits and 

901 Share of net proceeds 

assigned 

2059 Maintenance of Community Assets 

0029 Land Revenue 101 Maintenance & Repairs 

101 Land revenue 40 Work Charged Establishment 

63 

Plan 

Budget 

estimates 

(Rs.) 

Nonplan 

Total 

Plan 

Amount 

Actuals 

(Rs.) 

Nonplan 

Total

102 Surcharge on Land 

Revenue Tax 

41 

Expenditure 

Other Maintenance Expenditure 

103 Taxes on Plantation 102 Furnishing 


assigned 

103 Lease Charges 

0030 Stamps and Registration 

Fees 

104 Machinery & Equipments 

101 Duty on Transfer by Sale 2071 Pensions 

Benefits 

& Other Retirement 

0035 Taxes on Property other 

than Agriculture Land 

101 Superannuation 

Allowance 

& Retirement 

101 Property Tax on 

102 Commuted value of Pension 

102 

Residential Building 

Property Tax on Non- 

Residential Building 

105 Leave Encashment Benefit 


assigned to Panchayats 

106 Other Pensionary benefit 

0041 Taxes on Vechicles 2202 Education 

101 Taxes on Cycle/Cart and 

other receipts from Non- 

Motor vehicles Act 

101 Primary Education 



18 Mid-day Meal Scheme 

0042 Taxes on Goods and 

Passengers 

19 Sarva Siksha Abhiyan 

101 Toll Tax 102 Secondary Education 

40 Road. Culvert Bridge 103 Adult Education 

41 Ferry 104 Non-formal Education 

42 Water Ways 2203 Technical Training and Vocational 

Education 

43 Others 101 Assistance to Universities/Colleges 

for Technical Training 

64

102 Taxes on entry of Goods 

into Local Area 

102 Technical Schools 

103 Taxes on Passengers / 

Pilgrims 

103 Polytechnic Colleges 



104 Vocational Education 

0044 Service Tax 2205 Art, Culture and Libraries 

101 Service Tax 101 Promotion of Art & Culture 



102 Public Libraries 

0045 Taxes on Duties and 

Commodities 

101 Entertainment Tax 103 Public Exhibition 

102 Advertisement Tax 104 Sports & Youth Services 

103 Receipts under Education 

Cess 

2206 Market and Fairs 

104 Receipts under other Acts 101 Market 

105 Forest Development Tax 

102 Fairs 



2210 Health and Family Welfare 

101 Primary Health Centers 

15 NRHM 

102 Community Health Centers 

15 NRHM 

103 Hospitals & Dispencaries 

15 NRHM 

104 Health Sub-Centers 

15 NRHM 

105 Other System of Medicine 

106 Family welfare Services 

Non – Tax Receipts 

2211 Women and Child Welfare 

101 Women Development Programme 

65

0049 Interest Receipt 15 NRHM 

101 Interest on Bank Deposit 102 Child Development Programme 

102 Interest on Loans and 

15 NRHM 

800 

Advances 

Other Receipts 2215 Water Supply and Sanitation 

0059 Maintenance 

Community Assests 

of 

101 Maintenance of Water Supply Line 

101 Rent from Building 102 Maintenance and Repair of Tubewells 

102 Recovery of percentage 

103 Sewerage and Sanitation 

charges 

103 Hire Charges of 


Machineries 

Equipments 

and 

0071 Contribution & 

2216 Rural Housing 

Recoveries 

Pension and 

towards 

other 

101 House site for Landless 

101 

Retirement Benefits 

Pension Contribution 14 Indira Awas Yojana (IAY) 

102 Leave and Pension 

102 Construction of Houses 

Contribution 

separately 

not levied 

0202 Education 14 Indira Awas Yojana (IAY) 

101 Primary Education 

103 Maintenance & Repairs of Houses 

102 Secondary Education 

103 Adult Education 

104 Non-formal Education 2225 Welfare of Scheduled Castes, Scheduled 

Tribes and other Weaker Section 

0206 Market & Fairs 101 Welfare of Scheduled Caste 

101 Receipts from Market / Hut 40 Scholarship to Student for Primary 

Education 

102 Receipts from fair 

41 Scholarship to Student for Secondary 

Education 

42 Scholarship to Student for Technical 

Education 

66

0210 Health & Family Welfare 43 Maintenance of SC hostels 

101 Receipts / Contribution 

102 Welfare of Scheduled Tribes 

from Patients and Others 

0215 Water Supply & 

40 Scholarship to Student for Primary 

Sanitation 

Education 

101 Receipts from Water 


Supply Schemes 

Education 

102 Fees, Fines etc 42 Scholarship to Student for Technical 

Education 

103 Sewerage 

services 

& Sanitation 

43 Maintenance of ST hostels 

0216 Rural Housing 103 Welfare of other weaker sections 

800 Other Receipts 40 Scholarship to Student for Primary 

Education 

0403 Animal Husbandry, 


Diarying, Poultry 

Fuel and Fodder 

and 

Education 

101 Receipts from Cattle and 

42 Scholarship to Student for Technical 

Buffalo Development 

Education 

102 Receipts from Piggery 43 Maintenance 

Hostels 

of Weaker Sections’ 

103 Receipts form Poultry 

2235 Social Security & Welfare 

104 

Development 

Receipts from Fodder and 

Feed Development 

101 Social Welfare 

105 Receipts from other 

102 Welfare of Handicapped 

Livestock Development 

106 Receipts from Milky 

103 Welfare of Mentally Retarded 

0405 

Supply Scheme 

Fisheries 104 Assistance to Voluntary Organizations 

101 Sale of Fish, Fish Seeds etc 105 Deposit linked Insurance Scheme 

102 Auction of Fishing Rights 2402 Soil and Water Conservation 

103 Licence Fees, Fines etc 101 Land Improvement 

67

104 Services and Service Fees 102 Land Reforms 

0406 Forestry 103 Land Consolidation 

101 Social forestry 104 Soil and Water Conservation 

40 Sale of Timber & other 

2403 Animal Husbandry, Dairying, 

Forest Produce 

Polutry and Fuel and Fodder 

42 Receipts 

Plantation 

from Forest 

101 Cattle and Buffalo Development 

43 Receipts from Firewood 

102 Piggery Development 

102 

Plantation 

Farm Forestry 103 Poultry Development 

40 Sale of Timber & Other 

Forest Produce 

104 Fuel and Fodder Development 

42 Receipts 

Plantation 

from Forest 

105 Insurance of Livestock and Poultry 

43 Receipts from Firewood 

106 Dairy Development Projects / 

Plantation 

Schemes 

103 Fees 107 Extension & Training 

0435 Agriculture including 

2405 Fisheries 

101 

Agriculture Extension 

Crop Husbandry 101 Processing, 

Marketing 

Preservation and 

40 Sale of Seeds 102 Fishery Cooperative 

41 Receipts from Agriculture 

Farm 

103 Extension & Training 

42 Sale of Manure and 

104 Development Schemes 

43 

Fertilizers 

Receipts from Commercial 

Crop 

2406 Forestry 

102 Lease charges for Storage 

101 Social Forestry 

and Warehousing of 

0515 

Agricultural Product 

Panchayati 

Programmes 

Raj 

40 Economic Plantation 

68

101 District Panchayat 42 Forest Conservation and Development 

40 Licence fee 102 Farm Forestry 

41 Fees for use of Quarry 40 Economic Plantation 

42 Rent for use of Land 42 Forest Conservation and Development 

43 Receipts from Community 

Development Project 

103 Zoological Parks 

44 Other Rates & Fees except 

104 Public Garden 

Tax Receipts 

45 Registration Charges 

(Other than those not 

covered under respective 

functional major heads) 

105 Minor Forest Produce 

46 Other Service Fees 2408 Public Distribution System 

47 Other Fines 101 Procurement &Supply 

102 Panchayat Samiti 102 Assistance to co-operatives 

40 Licence Fee 103 Storage & Waterhousing 

41 Fees for use of quarry 26 Maintenance of Waterhouses 

42 Rent for use of Land 2435 Agriculture including Agriculture 

Extension 

43 Receipts for Community 


101 Crop Husbandry 

44 Other Rates & Fees except 

40 Extension of Farmers Training 

Tax Receipts 

45 Registration charges (other 

than those not covered 

under respective functional 

major heads) 

41 Crop insurance 

46 Other Service Fees 42 Scheme for small marginal farmers 

and agricultural labourers 

47 Other Fines 43 Horticulture and vegetable crops 

44 Assistance to farmer cooperation 

103 Gram Panchayat 

102 Watershed Development Programmes 

40 Licence Fee 2501 Poverty Alleviation Programme 

69

101 Central Schemes 

42 Rent for use of Land 11 NREGS 

43 Receipts from Community 

102 Stat Schemes 


45 Registration charges (other 

than those not covered 

under respective functional 

major heads) 

103 Panchayat Samity Schemes 

46 Other Service Fees 104 Gram Panchayat Schemes 

47 Other Fines 2515 Panchayati Raj Programmes 

0702 Minor Irrigation 101 District Panchayat Programmes 

101 Receipts from Water 

102 Panchayat Samiti Programmes 

Tanks/Ponds 

102 Receipts from tube Wells 103 Gram Panchayat Programmes 

0801 Rural Electrification 2702 Minor Irrigation 

101 Sale of Power 101 Minor Irrigation Projects 

0810 Non-Conventional Source 

102 Water Management 

of Energy 

101 Sale of Bio-Energy 

102 Sale of Solar energy 2801 Rural Electrification 

103 Sale of wind Energy 101 Purchase of power 

0851 Village and Small scale 

102 Transmission and Distribution 

Industries 

101 Handloom Industries 103 Maintenance of Street Light 

102 Handicraft Industries 2810 Non-Conventional Sources of 

Energy 

103 Khadi & Village Industries 101 Maintenance of bio-gas plants 

104 Sericulture Industries 102 Maintenance of Solar Energy Centre 

105 Powerloom Industries 103 Maintenance of Wind Energy Centre 

106 Food Processing Industries 2851 Village and Small Scale Industries 

107 Other Village Industries 101 Handloom Industries 

Grant-in-aid 102 Handicraft Industries 

1601 Grant-in-aid 103 Khadi & Village Industries 

70

101 Grants from Central 

104 Sericulture Industries 

11 

Government 

NREGS 105 Powerloom Industries 

12 Sampoorna Gramina 

106 Food Processing Industries 

Rozgar Yojana (SGRY) 

13 Swaranjayanti Gram 

107 Other Village Industries 

14 

Swarozgar Yojana (SGSY) 

Indira Awas Yojana (IAY) 3054 Transportation 

15 National Rural health 

101 Roads 

16 

Mission (NRHM) 

Accelerated Rural Water 

102 Culverts 

Supply 

(ARWSP) 

Programme 

17 Total Sanitation Campaign 103 Bridges 

18 Mid Day Meal Scheme 104 Ferries 

19 Sarva Shiksha Abhiyan 105 Waterways 

20 Pradhan Mantri Gram 

106 Other means of Transportation 

Sadak Yojana 

21 Integrated Watershed 

Management Programme 

22 Integrated Child 

Development Services 

102 Grants from State 

Government 

103 Grants from other 

institution 

Total Revenue Receipts Total Revenue Expenditure 

Capital Account - Receipts Capital Account - Expenditure 

4000 Capital Receipts 4202 Capital Outlay on Education 

800 Other Receipts 101 Construction of Primary Schools 

102 Construction of Secondary Schools 

103 Construction of Centre for Adult & 

Non-formal Education 

71

4205 Capital Outlay on Art, Culture and 

Libraries 

101 Construction of Public Libraries 

102 Construction of Sports Stadium 

103 Construction of Training Centre for 

Art & Culture 

4206 Capital Outlay on Market and fairs 

101 Construction of permanent structure 

for Market 

102 Construction of permanent structure 

for fairs 

4210 Capital Outlay on Health and 

Family Welfare 

101 Primary Health Centres 

102 Community Health Centres 

103 Hospitals & Dispensaries 

104 Health Sub-Centres 

105 Other system of Medicine 

4215 Capital Outlay on Water Supply 

and Sanitation 

101 Laying of Water Supply Line 

16 ARWSP 

102 Drilling of Tubewell 

16 ARWSP 

103 Sewerage and Sanitation 


4216 Capital Outlay on Rural Housing 

101 Purchase of Land 

14 IAY 

102 Construction of Houses 

14 IAY 

4235 Capital Outlay on Social Security & 

72

Welfare 

102 Construction of training centre for 

welfare of Handicapped 

103 Construction of Anganwadi Centres 

4402 Capital Outlay on Soil & Water 

Conservation 

101 Land Improvement 

102 Land Reforms 

103 Land Consolidation 

104 Soil & Water Conservation 

4405 Capital Outlay on Fisheries 

104 Construction of Fisheries/Ponds 

4406 Capital Outlay on Forestry 

103 Development of Zoological Park 

104 Development of Public Garden 

4408 Capital Outlay on Public 

Distribution System 

103 Construction of Godowns & 

Warehouse 

4435 Capital Outlay on Agriculture 

including Agriculture Extension 

101 Construction of Training Centre 

4515 Capital Outlay on Panchayati Raj 

Programme 

101 District Panchayat Programme 

102 Panchayat Samiti Programme 

103 Gram Panchayat Programme 

4702 Capital Outlay on Minor Irrigation 

101 Construction of Works of Minor 

Irrigation Projects 

102 Construction Works on Water 

Management 

73

103 Construction Works Watershed 

Development 

4801 Capital Outlay on Rural 

Electrification 

102 Capital outlay on Construction of Sub- 

Station 

103 Installation of Street Lights 

4810 Capital Outlay on Non- 

Conventional Sources of Energy 

101 Construction of Bio-Gas Plants 

102 Construction of Solar Energy Centre 

103 Construction of Wind Energy Centre 

4851 Capital Outlay on Village and Small 

Scale Industries 

101 Handloom Industries 

102 Handicraft Industries 

103 Khadi & Village Industries 

104 Sericulture Industries 

105 Powerloom Industries 

106 Food Processing Industries 

107 Other Village Industries 

2054 Capital Outlay on Transportation 

101 Construction of Village/District Roads 

20 PMGSY 

102 Construction of Culverts 

20 PMGSY 

103 Acquisition of Land for Construction 

of Roads/Bridges 

20 PMGSY 

104 Construction of Ferry Ghats/Ferries 

Total Part I Total Part I 

74

Part II Part II 

RECEIPTS PAYMENTS 

HEADS OF ACCOUNT Budget 

estimates 

(Rs.) 

Amount 

(Rs.) 

75 

HEADS OF ACCOUNT Budget 

estimates 

PART II– PROVIDENT FUND ETC PART II– PROVIDENT FUND ETC 

Loan Section 

7610 Loans to Panchayat Employees 7610 

Loan Section 

Loans to Panchayat Employees 

101 House Building Advance 101 House Building Advance 

102 Motor Car / Motor Cycle 

102 Motor Car / Motor Cycle Advance 

103 

Advance 

Cycle Advance 103 Cycle Advance 

104 Festival Advance 104 Festival Advance 

Pension & Provident Fund Section Pension & Provident Fund Section 

8009 Provident Fund 8009 Provident Fund 

101 Panchayat Employees General 

101 Panchayat Employees General 

Provident Fund 


102 Panchayat Employees 

102 Panchayat Employees Contributory 

Contributory Provident Fund 


Insurance & Pension Fund Section Insurance & Pension Fund Section 

8011 Insurance & Pension Fund 8011 Insurance & Pension Fund 

101 Panchayat Employees Group 

101 Panchayat Employees Group 

Insurance Scheme 

Insurance Scheme 

Deposit & Advances Section Deposit & Advances Section 

8443 Civil Deposit 8443 Civil Deposit 

101 Earnest Money Deposit 101 Earnest Money Deposit 

102 Security Deposit 102 Security Deposit 

103 Panchayat Deposit 103 Panchayat Deposit 

Civil Advances Section Civil Advances Section 

8550 Civil Advances 8550 Civil Advances 

101 Advances to PRI functionaries for 101 Advances to PRI functionaries for 

(Rs.) 

Amount 

(Rs.)

Works & Supplies Works & Supplies 

102 Advances to agencies for Works 

102 Advances to agencies for Works & 

& Supplies 

Supplies 

Suspense Account Suspense Account 

8658 Suspense Account 8658 Suspense Account 

101 Tax deduction at source suspense 101 Tax deduction at source suspense 

40 Income Tax 40 Income Tax 

41 Sale Tax 41 Sale Tax 

42 Profession Tax 42 Profession Tax 

102 Unclassified Suspense 102 Unclassified Suspense 

103 Treasury Suspense 103 Treasury Suspense 

Total Part II Total Part II 

Closing Balance 

Cash in Hand 

Cash at Bank 

Cash in Treasury 

Investments 

GRAND TOTAL GRAND TOTAL 

76

FORMAT-II (Annexure – 5.2) 

(See Rule 100 (2),120,234, 236(b)) 

Consolidated Abstract Register 

Consolidated abstract Register of ………………………Gram Panchayat for the financial year : 

Sl. 

No. 

Head of 

Account 

Budget 

provision April 

May 

June 

July 

Actual of the Current Year 

August 

77 

Septembe 

r 

October 

Novembe 

r 

December 

January 

February 

(In Rupees) 

March 

March 

Suppleme 

ntary 

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 

P NP P NP P NP P NP P NP P NP P NP P NP P NP P NP P NP P NP P NP P NP P NP 

Total

FORMAT-III (Annexure – 5.3) 

Reconciliation Register 

(See Rule 119(2),134|(a), 234,236(b)) 

Reconciliation Statement for the month of …………………of financial year:………………… 

Balance as per Cash Book 

A. Add 

i) Cheques/Cash credited directly into the Bank/Treasury but not taken 

into the Cash Book 

ii) Details of Cheque etc. issued by PRIs but not yet encashed in Bank/ 

Treasury 

iii)Cheque drawn but actually not delivered to the parties 

iv) Cheque issued but dishonoured 

v) Bank interest not credited into cash book 

B.Deduct 

i) Details of Cheques etc. received and entered into Cash Book but not 

actually deposited into the Bank /Treasury 

ii) Cheque received from parties and deposited into bank but dishnoured 

iii)Bank charges deducted from bank balance but not taken into Cash 

Book 

Closing balance as per Cash Book 

Balance as per Bank/Treasury as intimated 

Amount of Difference (if any) 

Details of Difference 

Date 

of 

receipt 

of the 

cheque 

From 

Whom 

received 

With Bank With Treasury 

No. 

and 

Dt. Of 

the 

cheque 

78 

Amount Date of 

encashment 

Date 

of 

receipt 

of the 

cheque 

From 

Whom 

received 

No. and 

Dt. Of the 

cheque 

Amount Date of 

encashment 

Remarks

FORMAT-IV (Annexure – 5.4) 

(See Rule 43(1), 100 (3),138,234,236(b)) 

Receivable and Payable Register 

Statement of Receivable and Payable of ……….………at the end of the year: 

Receivable Payable 

Head of Accounts Particulars Amount Head of 

Particulars Amount 

Rs. Accounts 

Rs. 

1. Cash in hand 

(/) Installments of loans due and not 

0049-101- 8658- 

8550-101- 

0035-01601- 

8658-102- 

2. S. B. deposit 

3. Other securities 

4. Advances recoverable 

5. Arrear taxes and fees 

6. Outstanding grant-in-aid 

paid 

(ii) Interest on loans due and not paid 

(iii) Unspent balance of specific grants 

(iv) Security deposits 

7. Outstanding cess dues 

(v) Dues payable towards Pay, D. A., 

8. Amount due for 

etc. 

(a) Sarpanch 

(b) Naib-Sarpunch 

(c) Secretary 

(vi) Outstanding bills 

(vii) Advance collection of taxes, fees, 

(d) Members 

rates and tools relating to 

9. Miscellaneous Total 

periods following beyond the year. 

79 

(viii) Miscellaneous 

Total

FORMAT-V (Annexure – 5.5) 

(See Rule 55, 66(3), 71, 234,236(b)) 

Register of Immovable Property 

Register of Immovable Property of …………………………… for the year………………………………………… 

Sl. 

No 

Sl. 

No. 

(a) Roads 

Name of 

Road/Location 

From 

Village 

/ Point 

To 

Village/point 

Total 

Length 

in 

K.M. 

Average 

width 

(feet/m) 

Date of 

construction 

80 

Date of 

Transefer 

Date 

of 

repairs 

Total 

cost 

(in 

Rupees) 

Average cost 

of 

construction 

per K.M 

1 2 3 4 5 6 7 8 9 10 11 12 

(b) Land 

Date of 

Transfer/purchase 

or acquisition 

From whom 

Transfer/purchase 

or acquisition 

Purpose Reference 

to 

agreement, 

award etc. 

Area 

of 

land 

in 

acres 

Plot / 

Survey 

No. etc 

with 

boundaries 

Assessment/ 

Valuation 

Whether 

boundaries 

sketch of 

the land is 

available 

Building, if 

acquired with the 

land 

Brief 

details 

of 

structure 

Plinth 

Area 

Utilisation 

of the 

land / 

building 

Amount 

paid 

Rs. 

Whether 

Delivery 

of 

Possession 

given 

** 

Remarks 

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 

Sl. 

No. 

(C) Others 

Date of 

acquisition, 

purchase, 

construction 

or received 

or transfer 

No. and date of 

orders under 

which the 

property was 

acquired, 

purchased, 

constructed 

/transferred 

Description 

and 

location of 

Assets 

Purpose for 

which 

acquired 

Valuation 

at the 

beginning 

of the 

year 

Revaluation 

if any, the 

date and 

actual 

amount of 

revaluation 

(as per 

Rules) 

Depreciation 

/ 

Appreciation 

as per rules 

Valuation of 

at the end of 

the year 

If disposed 

Date of 

disposal 

Reasons for 

disposal 

with 

authority 

Amount 

realized 

on 

disposal 

(in 

Rupees) 

Annual 

income 

of the 

property 

** 

Initials of 

competent 

authority 

1 2 3 4 5 6 7 8 9 10 11 12 13 14 

No. 

date 

and 

voucher 

remark 

Remarks

Sl. 

No. 

FORMAT – VI (Annexure – 5.6) 

Register of Movable Property 

(See Rule 55, 66(3), 71,143, 234,236(b) ) 

Register of Movable Property of ……………………Gram Panchayat for the financial year: ------------------ 

Date of 

acquisition, 

purchase, 

construction 

or received 

or transfer 

No. and 

date of 

orders 

under 

which the 

property 

was 

acquired, 

purchased, 

constructed 

/transferred 

Description 

and 

situation of 

property 

Whether 

the 

property is 

used for 

any 

purposes 

Valuation 

at the 

beginning 

of the 

year 

Revaluation 

if any, the 

date and 

actual 

amount of 

revaluation 

(as per 

Rules) 

Depreciation 

/ 

Appreciation 

as per rules 

81 

Valuation 

of at the 

end of the 

year 

Whether 

disposed 

Reason / 

authority 

for 

disposal 

Amount 

realized 

on 

disposal 

(in 

Rupees) 

Initials of 

competent 

authority 

1 2 3 4 5 6 7 8 9 10 11 12 13 14 

Remarks

FORMAT-VII 

(Rule 32(6), 143, 234,236(b)) 

Inventory Register 

(Annexure -5.7) 

Inventory register of ……………………………….. for the month/year……………………………… 

Description of items 

Date Opening 

balance 

Voucher 

No. and 

Date 

From 

whom 

received 

Number 

received** 

Receipts Total To 

whom 

issued 

and for 

which 

purpose 

82 

Number 

issued** 

Issued or sole Closing 

balance 

Quntity Value From To Quantity Value Quantity Value From To Date Quantity Value Quantity Value 

1 2 3 4 5 6 7 8 9 

Signature 

of the 

Issuing 

Officer 

Signature 

of the 

Receiving 

Officer

FORMAT-VIII 

(See Rule 118(1),206(f), 234,236(b)) 

Demand Collection & Balance Register 


Register of Demand, Collection and balance of …………………………….for the month / year of ……………… 

Sl. 

No 

Name and 

address of the 

person from 

whom tax is due 

Reference 

serial No. in 

the register of 

assesses 

Current 

demand 

Arrear 

demand of 

previous 

years, if any 

Permission / 

write off and 

suspension, if 

any 

83 

Total amount 

due [(4+5)- 

6] 

Previous 

years arrears 

Total amount collected 

Current 

year 

Total 

Balance 

outstanding 

1 2 3 4 5 6 7 8 9 10 

Remarks

DATABASE ON FINANCE OF PRIs Annexure - 5.9 

Year…………………. Month………….. Fianancial Progress of Funds Received from CFC/SFC and Own Sources Format - 1 

Code No of 

GP 

25 

Total 

Name 

of GP 

Area 

Population 

Opening Balance Rs. 

Budget allocation Rs. 

Amount received Rs. 

Target Income from 

own sources Rs. 

Actual receipts from 

own sources 

Total 7+9 

84 

Target financial 

utilization Rs. 

Actual financial 

utilization 

% utilization 

Balance Rs. 

Details of balance 

CFC/SFC/ 

State 

Grants/Central 

Grants 

Schemes 

Funds 

Bank 

Rs. 

PLA 

Rs. 

Own Source 

funds 

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 

1 

2 

3 

4 

Code No of 

PS 

1 

Toal 

Code No of 

ZP 

1 

Grand Total 

Name 

of PS 

Name 

of ZP 

Prepared by Authenticated by Countersigned by Approved by 

Bank 

Rs. 

PLA 

Rs. 

Closing Balance


Year…………………. Month………….. Profile of Income from Own Sources Format - 2 

Code No 

of GP 

Total 

Name of 

GP 

Target Rs. 

Panchayat 

Tax/Corpora 

tion Tax/ 

Professiona 

l 

Tax/Propert 

y Tax 

Collection 

Rs. 

4 as 

% of 3 

Balance 

Rs. 

Target Rs. 

Irrigation 

Tax from 

Tube wells / 

Water Tax 

Collection 

Rs. 

6 as 

% of 5 

Balance 

Rs. 

85 

Income 

from 

Hats/Bazars 

/ Fish 

Ponds/ 

Cattle/Fairs/ 

Markets/Sla 

ughter 

houses 

Target Rs. 

Collection 

Rs. 

12 as 

% of 11 

Balance 

Rs. 

Target Rs. 

Income 

from other 

sources 

Rents/Lease 

/Toll/ Frees 

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 

Code No 

of PS 

1 

Toal 

Code No 

of ZP 

1 

Total 

Name of 

PS 

Name of 

ZP 


Collection 

Rs. 

16 as 

% of 15 

Balance 

Rs. 

Target Rs. 

Collection 

Rs. 

Total 

Income 

20 as 

% of 19 

Balance 

Rs.


Year…………………. Month………….. Details of Revenue & Expenditure Format - 3 

Code No 

of GP 

Name of GP 

1 2 

Total 

Code No 

of PS 

1 

Toal 

Code No 

of ZP 

1 

Total 

Name of PS 

Name of ZP 

Own Tax 

Revenue 

Rs. 

Own nontax 

revenue 

Rs. 

Other 

Revenue 

Rs. 

State Govt. 

grants Rs. 

86 

Central 

Govt. 

grants Rs. 

Total 

Revenue 

Expenditure 

on * core 

services 

Rs. 

Expenditure 

on non-core 

services Rs. 

Total 

expenditure Rs. 

3 4 5 6 7 8 9 10 11 

* Core service include Drinking water supply, Rural Sanitation, Street Lightening, Primary Education, Primary Health care Hospitals, Housing Public Transportation 

and Rural Roads. 

Prepared by Authenticated by Countersigned by Approved by


Year…………………. Month………….. Fianancial Progress of Programmes/Schemes Format - 4 

Code No of 

GP 

Name of GP 

Name of 

Scheme / 

Program 

Opening 

Balance 

as on 1st 

April Centre's 

share 

Receipts 

State's share Total 

Exp 

endi 

ture 

Target of 

Utilizatio 

n 

Fund 

s 

Utilize 

d 

% of 

Utilizat 

ion 

Closing Balance 

1 2 3 4 5 6 7 8 9 10 11 12 

Total 

Code No of 

PS 

1 

Toal 

Code No of 

ZP 

1 

Total 

Name of PS 

Name of ZP 

Prepared by Authenticated by 

87 

Countersigned 

by Approved by


Year…………………. Month………….. Expenditure Profile Format - 5 

Code No of 

GP 

Name of GP 

1 2 

Total 

Code No of 

PS 

1 

Toal 

Code No of 

ZP 

1 

Total 

Name of PS 

Name of ZP 

Salaries & 

Other Admin. 

Expenses 

Rs. 

Terminal 

Benefits to 

Employees 

Rs. 

Expenditure 

on 

Obligatory/ * 

core 

Function 

Rs. 

Other 

Function 

Rs. 

88 

Maintenance 

of Assets 

Rs. 

Total 

Expenditure 

Rs. 

Expenditure 

on Centrally 

Sponsored 

Schemes 

Rs. 

Expenditure 

on State 

sponsored 

Schemes 

Rs 

Total 

Expenditure 

Rs. 

3 4 5 6 7 8 9 10 11 

* Core service include Drinking water supply, Rural Sanitation, Street Lightening, Primary Education, Primary Health care Hospitals, Housing Public 

Transportation and Rural Roads. 

Prepared by Authenticated by Countersigned by 

Approved 

by


Year…………………. Month………….. Format - 6 

Physical Progress of Funds Allocated by CFC / SFC 

Code No of GP Name of GP 

Name of 

Scheme / 

Program Name of the 

work 

Details of Works Executed (each work to be listed separately) 

89 

Target 

Percentage of 

completion 

Reasons for shortfall in 

completion of target 

1 2 3 4 5 6 7 

Code No of PS Name of PS 

1 

Toal 

Code No of ZP Name of ZP 

1 

Total 

Grand Total 


Approved by


Year…………………. Month………….. Format - 7 

Physical Progress of Programmes / Schemes 

Code No of GP Name of GP 

Total 

Code No of PS Name of PS 

1 

Toal 

Code No of ZP Name of ZP 

1 

Grand Total 

Annual Target 

Completion 

status 

90 

% Completion 

Balance work if 

any 

Reasons for shortfall in 

completion of target 

3 4 5 6 7 


Approved by

DATABASE ON FINANCE OF PRIs 

Year…………………. Month………….. Format - 8 Annexure - 5.16 

Share of Revenue Transfers to PRIs in State Revenue Expenditure 

Each Tier of 

PRIs 

(Gram 

Panchayat) 

Actual Previous Year 200…..- 

200…… 

Revenue 

Exp. Of 

State 

Govt. 

Devolutio 

ns on 

PRIs 

3 as 

% of 2 

Budget Estimates Current Year 

200…..-200……. 

Revenue 

Exp. Of 

State 

Govt. 

Devolutio 

ns on 

PRIs 

91 

6 as 

% of 5 

Revised Estimates Current Year 

200…….-200…… 

Revenue 

Exp. Of 

State 

Govt. 

Devolutio 

ns on 

PRIs 

9 as 

% of 8 

Actuals Current Year 200…..- 

200…… 

Revenue 

Exp. Of 

State 

Govt. 

1 2 3 4 5 6 7 8 9 10 11 12 13 

Total 

Panchayat 

Samit 

1 

Toal 

Zilla 

Parishad (ZP) 

1 

Grand Total 


Devolutio 

ns on 

PRIs 

12 as 

% of 11

DEFINITION 

1. Account - A formal record of a particular type of transaction expressed in 

money or other unit of measurement and kept in a ledger. (Kohler) 

2. Account Payable - Amount owed by an enterprise on account of goods 

purchased or services received or in respect of contractual obligations. 

Also termed as trade creditor or sundry creditor. (ICAI) 

3. Accounting Period - The period of time for which an operating statement 

is customarily prepared. (Kohler) 

4. Accounting Principle - The general principles and procedures under 

which the accounts of an individual organisation are maintained; any one 

such principle or procedure. An accounting principle is an adaptation or 

special application of a principle necessary to meet the peculiarities of an 

organisation or the needs of its management. Thus, principles are 

required for the computation of depreciation, the recognition of capital 

expenditures, and the disposal of retirements. (Kohler) 

5. Account Receivable - Person from whom amounts are due for goods 

sold or services rendered or in respect of contractual obligations. Also 

termed as debtor, trade debtor, sundry debtor. (ICAI) The words 

‘Receivables’ and ‘Debtors’ are used interchangeably. 

6. Accounting Unit – An accounting unit shall be defined as a Zone, Circle, 

Divisional or Ward office identified by the RLB as an unit for maintenance 

of accounting records.(AFF) 

7. Accounting Year - The “Official Year” or “Year” means a year 

commencing on the first day of the Accounting period. (AFF) 

8. Actual – Actual of a year are the amount of receipts or disbursements for 

a financial year as finally recorded in the books of Accountant General. 

9. Accrual - Recognition of revenues and costs as they are earned or 

incurred (and not as money is received or paid). It includes recognition of 

transactions relating to assets and liabilities as they occur irrespective of 

the actual receipts or payments. (ICAI) 

10. Accrual Basis of Accounting - The method of accounting whereby 

revenues and expenses are identified with specific periods of time, such as 

a month or year, and are recorded as incurred, along with acquired 

assets, without regard to the date of receipt or payment of cash; 

distinguished from cash basis. (Kohler) 

11. Accrued & Due - In respect to an asset (or a liability) it means a claim 

which has become enforceable, which arises from the sale/rendering 

92

(purchase) of goods/services or otherwise and has become receivable 

(payable). 

12. In respect to an income (or an expense) it means the amount earned 

(incurred) in an accounting period, for which a claim has become 

enforceable, and it arises from the sale/rendering (purchase) of 

goods/services or otherwise and has become receivable (payable). (AFF) 

13. Advance - Payment made on account of, but before completion of, a 

contract, or before acquisition of goods or receipt of services. (ICAI). 

14. Accrual System Of Accounting - Accrual system of accounting means a 

method of recording financial transactions based on accrual, i.e., on 

occurrence of claims and obligations in respect of incomes or 

expenditures, assets or liabilities based on happening of any event, 

passage of time, rendering of services, fulfillment (partially or fully) of 

contracts, diminution in values, etc., even though actual receipts or 

payments of money may not have taken place. 

15. Assets - Tangible objects or intangible rights owned by the RLBs and 

carrying probable future benefits. (ICAI) 

16. Balance Sheet - A statement of the financial position of an RLB as at a 

given date, which exhibits its assets, liabilities, capital, reserve and other 

account balances at their respective book values. (ICAI) 

17. Bank Reconciliation Statement - A statement, which reflects the nature 

and amount of transaction, not responded either by the RLB or the Bank 

as on a particular date. Such statement may also reflect errors/omission 

in the recording of transaction inter-se between the RLB and the Bank. 

(ICAI) 

18. Budget - It means quantitative plan of activities and programs expressed 

in terms of money in respect of assets, liabilities, revenues and expenses. 

The budget expresses the RLB goals in terms of specific financial and 

operating objectives. (ICAI) 

19. Budget Estimate – means the estimated receipts and expenditures for a 

particular financial year. 

20. Capital Expenditure - An expenditure intended to benefit future period 

in contrast to a revenue expenditure, which benefits a current period. The 

term is generally restricted to expenditure that adds fixed asset units or 

that has the effect of improving the capacity, efficiency, life span or 

economy of operations of an existing asset. (Kohler) 

21. Cash Book - A book of original entry for cash receipts, disbursements, or 

both. (Kohler) 

22. Cash flow Statement - A financial statement prepared for an accounting 

period to depict the inflows and outflows of cash and cash equivalents of 

93

an enterprise. The cash flow statement reports cash flows classified by 

operating, investing and financing activities.(ICAI) 

23. Contra Entry - An item on one side of an account which offsets fully or in 

part one or more items on the opposite side of the same account. (Kohler) 

24. Cost - The amount of expenditure incurred on or attributable to a 

specified article, product or activity. (ICAI) 

25. Cost of Acquisition - The cost of acquisition of a Fixed Asset comprises 

its purchase price and includes import duties and other non-refundable 

taxes or levies and any directly attributable cost of bringing the asset to 

its working condition for its intended use; any trade discounts and rebates 

are deducted in arriving at the purchase price. (ICAI) 

26. Cost of Investment - The amount of expenditure incurred on or 

attributable to the purchase/acquisition of an investment. The cost of an 

investment amongst others includes acquisition charges such as 

brokerage, fees and duties. (AFF) 

27. Consolidated Fund Account – means the Account of the State into 

which the revenues received by the Government, loans or ways and 

means advances taken by the Government, moneys received by the 

Government in repayment of previous loans and receipts by issue of 

treasury bills, are credited and from which the expenditure of the 

Government, when so authorised by the State Legislature, is met. 

28. Credit - A book-keeping entry recording the reduction or elimination of an 

asset or an expense, or the creation of or addition to a liability or item of 

net worth or revenue; an entry on the right side of an account; the 

amount so recorded.(Kohler) 

29. Current Assets - Cash and other assets that are expected to be 

converted into cash or consumed in rendering of services in the normal 

course of operations of the RLBs. (ICAI) 

30. Current Liability - Liability including loans, deposits and bank overdrafts 

which fall due for payment in a relatively short period, normally not more 

than twelve months. (ICAI) 

31. Debit - The goods or benefit received from a transaction; a book-keeping 

entry recording the creation of or addition to an asset or an expense, or 

the reduction or elimination of a liability, or item of net worth or revenue; 

an entry on the left side of an account; the amount so recorded. (Kohler) 

32. Deficit - The excess of expenditure over income of the RLB for an 

Accounting Period under consideration. (AFF) 

33. Depreciation - A measure of the wearing out, consumption or other loss 

of value of a depreciable asset arising from use, effluxion of time or 

obsolescence through technology and market changes. It is allocated so 

94

as to charge a fair proportion in each accounting period during the useful 

life of the asset. It includes amortisation of assets whose useful life is 

predetermined and depletion of wasting assets. (ICAI) 

34. Depreciation Rate - A percentage which when applied to the depreciable 

amount will yield depreciation expense for a year. (Kohler) 

35. Expenses - A cost relating to the operations of an accounting period or to 

the revenue earned during the period or the benefits of which do not 

extend beyond that period. (ICAI) 

36. Financial Statement - A balance sheet, income statement (income and 

expenditure), receipts & payment statement or any other supporting 

statement or other presentation of financial data derived from accounting 

records. (ICAI) 

37. Finished Goods - Goods held for sale in the ordinary course of business. 

(ICAI) 

38. Fixed Asset - Asset held for the purpose of providing services and that is 

not held for resale in the normal course of operations of the RLB. (ICAI) 

39. Fixed Deposit - Deposit for a specified period and at specified rate of 

interest. (ICAI) 

40. Fund - The term fund refers to amount set aside for a general or specific 

purpose, whether represented by specifically earmarked assets or not. 

(ICAI) 

41. Grants - Grants are assistance by government in cash or kind to an 

enterprise for past or future compliance with certain conditions. They 

exclude those forms of government assistance which cannot reasonably 

have a value placed upon them and transactions with government which 

cannot be distinguished from the normal trading transactions of the 

enterprise. (ICAI) 

42. Income - Money or money equivalent earned or accrued during an 

accounting period, increasing the total of previously existing net assets, 

and arising from provision of any type of services and rentals. (Kohler) 

43. Income and Expenditure Statement - A financial statement, often 

prepared by non-profit making entities like clubs, associations, RLBs, etc., 

to present their revenues and expenses for an accounting period and to 

show the excess of revenues over expenses (or vice-versa) for that 

period. It is similar to profit and loss statement and is also called revenue 

and expense statement. (ICAI) 

44. Interest - The service charge for the use of money or capital, paid at 

agreed intervals by the user, and commonly expressed as an annual 

percentage of outstanding principal. (Kohler) 

95

45. Investments - Assets held not for operational purposes or for rendering 

services, i.e., assets other than fixed assets or current assets (e.g. 

securities, shares, debentures, immovable properties). (ICAI) 

46. Infrastructure Assets – Those assets with the characteristics of being, a 

part of a system or network, specialised in nature and do not have 

alternative uses, immovable, and subject to constraints on disposal. (AFF) 

47. Journal Book - The book of original entry in which are recorded 

transactions not provided for in specialised journals. (Kohler) 

48. Ledger - A compilation of all accounts used for accounting purposes. 

(AFF) 

49. Lease - A lease is an agreement whereby the lessor conveys to the lessee 

in return for a payment or series of payments the right to use an asset for 

an agreed period. A lease agreement also includes a Hire Purchase 

agreement. A lease is classified as a finance lease if it transfers 

substantially the entire risks and rewards incident to ownership. All other 

leases are classified as operating leases. (ICAI) 

50. Liability - An amount owing by one person to another, payable in money, 

or in goods or services: the consequence of an asset or service received or 

a loss incurred or accrued; particularly, any debt 

(a) due or past due (current liability), 

(b) due at a specified time in the future (e.g. funded debt, accrued 

liability), or 

(c) due only on failure to perform a future act (contingent liability). 

(Kohler) 

51. Receipt - A written acknowledgement of something acquired; hence, an 

accounting document recording the physical receipt of cash/cheques. 

(Kohler) 

52. Receipts & Payments Statement - A financial statement prepared for 

an accounting period to depict the changes in the financial position and to 

present the cash received in and paid out in whatever form (cash, 

cheques, etc.) under certain headings. All non-cash related transactions 

are ignored while preparing this Statement.(AFF) 

53. Reconciliation - It means adjusting the difference between two items 

(i.e. amounts, balances, accounts or statements) so that the figures 

agree. (ICAI) 

54. Revenue Expenditure - It means outlay benefiting only the current year. 

It is treated as an expense to be matched against revenue. (ICAI) 

55. Revised Estimate – The Revised estimate is the estimate of receipts or 

expenditure for a financial year framed in course of that year with 

reference to the transactions already effected upto the period when the 

96

evised is prepared plus the anticipated transactions during the balance 

period of the financial year considering orders already issued or 

supplementary grants / appropriation proposed with approval of 

competent authority. 

56. Trial Balance - A list or abstract of the balances or of total debits and 

total credits of the accounts in a ledger, the purpose being to determine 

the equality of posted debits and credits and to establish a basic summary 

for financial statements. (Kohler) 

57. Voucher - A document which serves as an authorisation for any financial 

transaction and forms the basis for recording the accounting entry for the 

transaction in the books of original entry, e.g., Cash Receipt Voucher, 

Bank Receipt Voucher, Journal Voucher, Payment Voucher, etc. (AFF) 

*************** 

97

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