Barangay - Acctg. System - Edited.emr
Barangay - Acctg. System - Edited.emr
System Manual
For Use by
City/Municipal
Accountants
Registers
and
Reports
Cash Receipts
and Deposits
Register
Basis of
Recording
Cash
Disbursements
Register
Check
Disbursements
Register
Cash on Hand
and in Bank
Register
J
E
Vs
Books of
Original
Entry
Books of
Final
Entry
Trial
Balance
G
Ls
Preand
Post
Closing
TB
G
J
Statement of
Income and
Expenses
Balance
Sheet
Statement of
Cash Flows
S
L
s
Statement of
Changes in
Government
Equity
Schedule of Accounts
Receivable
Schedule of Accounts
Payable
Financial
Statements
and
Schedules
Registries of PI and
RP
Schedule of Public
Infrastructures/Schedule of
Reforestation Projects
Liquidation Report
7. Financial Expenses
8. Petty Cash Fund
Payroll Fund
Illustrative Accounting
Entries
Account Title
Account Code
Cash in Vault
Tax on Sand, Gravel and Other Quarry
Products
Income from Grants and Donations
Permit Fees
Fines and Penalties Permits and Licenses
Clearance and Certification Fees
Garbage Fees
Rent Income
Subsidy from Other NGAs
Other Service Income
101
Dr.
Cr
xxx
593
662
605
609
613
616
642
652
628
xxx
xxx
xxx
xxx
xxx
xxx
xxx
xxx
xxx
Cash in Vault
Due to LGUs
Account
Code
Dr.
101
xxx
418
Cr
xxx
Account
Code
Cash in Vault
111
101
Dr.
Cr
xxx
xxx
Due to LGUs
Cash in Vault
Account
Code
418
101
Dr.
Cr
xxx
xxx
Account Title
Account
Code
111
665
588
Dr.
Cr
xxx
xxx
xxx
To record barangay share from IRA and RPT directly deposited to the
authorized bank as reported in the CRDReg No. __________.
Account Title
Code
Dr.
111
112
113
664
xxx
xxx
xxx
Cr
xxx
To record interest earned for the quarter ending _______, 2006 per bank
statement/passbook for the period _____ and in the CRDReg No. _____.
Cash Shortage
Loss of Assets
Cash in Vault
Code
Dr.
961
101
xxx
Cr
xxx
Code
Dr.
123
455
xxx
Cr
xxx
Cash Shortage
6.c Receipt of COA Decision granting relief to the BT for the cash
shortage
Account Title
455
123
Cr
Dr.
Code
xxx
xxx
To close the receivable and other deferred credits accounts due to COA
Decision No. ___ dated ____ granting relief to the BT for the shortage
incurred.
Cash in Vault
Due from Officers and Employees
Code
101
123
Dr.
Cr
xxx
xxx
To record payment made by the BT for shortage incurred per CRDReg No.
(OR No.__ dated __ ) as the request for relief from cash accountability was
denied per COA Decision No___ dated ___ .
Cash Shortage
Code
Dr.
455
678
xxx
Cr
xxx
Dishonered Check
7.a Receipt of BnkS with Debit Memo (DM) and original of the
dishonored check
Account Title
Other Receivables
Cash in Bank, Local Currency, Current Account
Code
Dr.
149
111
xxx
Cr
xxx
paid by ____
Cash in Vault
Other Receivables
Code
Dr.
101
149
xxx
Cr
xxx
Account Title
Cash in Vault
Interest Expense
Bank Charges
Loans Payable - Domestic
Code
Dr.
101
975
971
444
xxx
xxx
xxx
Cr
xxx
Account Title
Code
Dr.
111
975
971
444
xxx
xxx
xxx
Cr
xxx
Cash in Vault
Payroll Fund
Code
Dr.
101
106
xxx
Cr
xxx
Cash in Vault
Advances to Officers and Employees
Code
Dr.
101
148
xxx
Cr
xxx
Cash in Vault
Performance/Bidders/Bail Bonds Payable
Code
Dr.
101
427
xxx
Cr
xxx
To record the receipt of cash bond from supplier ____ per CRDReg
No. ____ (OR No____
dated ____).
Account Title
Cash in Vault
Receivables Disallowances/Charges
Code
Dr.
101
146
xxx
Cr
xxx
Cash Refunds
Cash in Vault
Miscellaneous Income
Code
Dr.
101
678
xxx
Cr
xxx
Cash in Vault
Petty Cash Fund
Code
Dr.
101
104
xxx
Cr
xxx
Financial Assitance
14. Receipt of financial assistance from the city/municipality/
province
Account Title
Code
Dr.
111
656
xxx
Cr
xxx
Cash in Vault
Cash In Bank, LCCA
Subsidy from Other NGAs
Code
Dr.
101
111
652
xxx
xxx
Cr
xxx
Financial Assistance
16. . Receipt of PPE from National Government Agencies, ex: from
PDAF of Congressmen or Senators
Account Title
Code
Dr.
???
662
xxx
Cr
xxx
Code
Dr.
???
662
xxx
Cr
xxx
APPROPRIATIONS
AND COMMITMENTS
Accounting Policies
Accounting Policies
Accounting Policies
DISBURSEMENTS
Disbursements
Accounting Policies
Disbursements
Accounting Policies
Disbursements
Accounting Policies
Disbursements
Accounting Policies
Disbursements by Checks
Illustrative Accounting
Entries
Disbursements by Checks
1. Disbursements as recapitulated in the CkDReg
Account Title
Payroll Fund
Advances to Officers and Employees
Honoraria
Traveling Expenses - Local
Training Expenses
Office Supplies Expenses
Electricity Expenses
Water Expenses
Telephone Expenses, Landline
Cash in Bank, LCCA
Code
Dr.
106
148
720
751
753
755
767
766
772
111
xxx
xxx
xxx
xxx
xxx
xxx
xxx
xxx
xxx
xxx
Cr
xxx
Disbursements by Checks
2. Cash purchase of office equipment
Account Title
Office Equipment
Cash in Bank, LCCA
Due to BIR
Code
221
111
412
Dr.
Cr
xxx
xxx
xxx
Due to BIR
Cash in Bank, LCCA
Code
412
111
Dr.
Cr
xxx
xxx
Disbursements by Checks
Code
Dr.
Cr
104 xxx
111
xxx
Disbursements by Checks
Account Title
Code
Dr.
755
756
751
759
764
771
773
784
111
xxx
xxx
xxx
xxx
xxx
xxx
xxx
xxx
Cr
xxx
Disbursements by Checks
6. Payment of Accounts Payable
Account Title
Accounts Payable
Cash in Bank, LCCA
Due to BIR
Cr
Dr.
Code
401
111
412
xxx
xxx
xxx
Code
841
111
412
Cr
Dr.
xxx
xxx
xxx
Disbursements by Checks
Other Related Transactions
Account Title
Code
Dr.
111
xxx
401
Cr
xxx
Disbursements by Checks
Other Related Transactions
Code
401
111
Dr.
xxx
Cr
xxx
Disbursements by Checks
Other Related Transactions
Code
891
111
112
113
Dr.
xxx
Cr
xxx
xxx
xxx
Disbursements by Checks
Other Related Transactions
Code
684
111
Dr.
Cr
xxx
xxx
Code
Dr.
701
705
720
106
412
xxx
xxx
xxx
Cr
xxx
xxx
Illustrative
Accounting
Entries
Code
Dr.
755
756
759
764
765
401
xxx
xxx
xxx
xxx
xxx
Cr
xxx
Code
Dr.
755
756
759
764
765
412
111
xxx
xxx
xxx
xxx
xxx
Cr
b. Cash Purchases
Office Supplies Expenses
Accountable Forms Expenses
Drugs and Medicines Expenses
Military and Police Supplies Expenses
Other Supplies Expenses
Due to BIR
Cash in Bank LCCA
xxx
xxx
Code
Dr.
Cr
755 xxx
759 xxx
662
xxx
Code
Dr.
Cr
755 xxx
759 xxx
656
xxx
Cash in Vault
Miscellaneous Income
Code
Dr.
Cr
101 xxx
678
xxx
Accounting Policies
Accounting Policies
Accounting Policies
Accounting Policies
No. of
years
10
10
20
30
10
10
20
30
5
10
5
5
Property
MACHINERIES AND EQUIPMENT
Machinery
Agricultural, Fishery and Forestry
Communication Equipment
Construction and Heavy Equipment
Firefighting Equipment and Accessories
Medical, Dental and Laboratory Equipment
Military and Police Equipment
Sports Equipment
Technical and Scientific Equipment
Other Machineries and Equipment
TRANSPORTATION EQUIPMENT
Motor Vehicles
Watercrafts
Other Transportation Equipment
OTHER PROPERTY, PLANT AND
EQUIPMENT
No. of
years
Note 1
The estimated useful life shall depend on the length of the
lease. It shall be the period of the lease or the estimated
useful life of the assets, as given, whichever is lower.
10
10
10
10
7
10
10
10
10
10
7
10
10
5
Accounting Policies
Accounting Policies
8. Grants and donations in kind shall be booked up
at appraised cost in the absence of any cost at
the time of receipt.
9. Transfer of PPE from other government agencies
shall be recorded in the books at net book value,
based on the JEV supporting the donation/
grant/transfer.
Accounting Policies
10. Lost PPE shall be dropped from the books upon
receipt of the notice of loss. The loss shall be
charged to account Loss of Assets at an amount
equal to the net book value.
Sample Computation:
Cost of motor vehicle
P400,000
Accumulated Depreciation
257,000
Net Book Value or Loss of Assets P143,000
Accounting Policies
11. The accountability of the AO over the loss of
depreciable asset shall be based on the sound value.
The sound value shall be computed by deducting the
estimated depreciation of the lost asset based on the
replacement cost.
Sample Computation:
Replacement Cost
Accumulated Depreciation
Net Book Value or Sound Value
P500,000
321,000
P179,000
Accounting Policies
12. Repairs and maintenance of equipment shall be
charged to account Repairs and Maintenance of the
specific equipment. Major repairs which resulted in
increased economic benefits or service potential shall
be added to its carrying amount (Item 7.3 of the Philippine
Government Accounting Standards, COA Resolution No. 2006-006
dated January 31, 2006.)
Pro-forma
Accounting
Entries
Purchase of PPE
Office Equipment
IT Equipment
Motor Vehicles
Accounts Payable
Code
Dr.
Cr
221 xxx
223 xxx
241 xxx
401
xxx
To record the delivery and receipt of PPE per IAR No. __ and
Invoice No, ___ dated _____.
Account Title
Code
Dr.
Cr
921 xxx
941 xxx
321
xxx
341
xxx
Cash in Vault
Accum. Depreciation - Motor Vehicles
Gain/Loss on Sale of Disposed Assets
Motor Vehicles
Code
Dr.
Cr
101 xxx
341 xxx
682
xxx
241
xxx
Cash in Vault
Accum. Depreciation - Motor Vehicles
Gain/Loss on Sale of Disposed Assets
Motor Vehicle
Code
Dr.
Cr
101 xxx
341 xxx
682 xxx
241
xxx
Donations
Accum. Depreciation - Motor Vehicles
Motor Vehicles
Code
Dr.
Cr
878 xxx
341 xxx
241
xxx
Account Title
Code
Dr.
Cr
821 xxx
823 xxx
841 xxx
111
xxx
Loss of Assets
Accum. Depreciation - Motor Vehicles
Motor Vehicles
Code
Dr.
Cr
961 xxx
341 xxx
241
xxx
Code
Dr.
Cr
123 xxx
455
xxx
Code
Dr.
Cr
455 xxx
123
xxx
Cash in Vault
Due from Officers and Employees
Code
Dr.
Cr
101 xxx
123
xxx
Code
Dr.
Cr
455 xxx
678
xxx
PUBLIC
INFRASTRUCTURES
AND
REFORESTATION
PROJECTS
Accounting Policies
Accounting Policies
2. All projects under construction shall be recorded
under the specific Construction in Progress
Public Infrastructures and Construction in
Progress Reforestation Project accounts.
Upon completion, it shall be transferred to the
specificPublic Infrastructures and Reforestation
Projects accounts
Accounting Policies
3. Completed Public Infrastructures and Reforestation
Projects during the year shall be transferred to the
appropriate Registry of Public Infrastructures and
Reforestation Projects at yearend
4. A separate Registry shall be maintained for each
Public Infrastructures and Reforestation projects to
monitor its status, cost and cumulative cost of
repairs and maintenance
5. All public infrastructures and reforestation projects
are not subject to depreciation
Accounting Policies
6. Repairs and maintenance of public infrastructures
and reforestation projects shall be charged to the
appropriate repairs and maintenance expense
account of the specific projects; and
7. The total cost of each public infrastructures and
reforestation projects shall be disclosed in the
Notes to Financial Statements
Code
Dr.
501
251
xxx
Cr
a. Public Infrastructures
Government equity
Roads, Highways and Bridges
xxx
Code
Dr.
501
261
xxx
Cr
b. Reforestation Projects
Government Equity
Reforestation Upland
xxx
Account Title
Code
Dr.
Cr
a. Public Infrastructures
Repairs and Maintenance Roads Highways and
Bridges
Cash in Bank LCCA
851
111
xxx
xxx
Trial Balance
Closing Entries
Closing Entries
1. Income Accounts
2. Expense Accounts
3. Income and Expense Summary
Closing Entries
6. Transfer of PI and RP to
the Registries
Accounts
Unadjusted
Trial
Balance
Balance
A
Title
Adjustments
Code
Dr.
PreClosing
Trial
Dr.
of
Income
and
Cr.
Dr.
Closing
Entries
Expenses
C
Cr.
Statement
Cr.
Dr.
Post Closing
Trial
Balance
Balance
F
Cr.
Dr.
Cr.
Dr.
Cr.
Sheet
Dr
Cr
Financial Statements
Balance Sheet
Statement of Income and Expenses
Statement of Changes in
Government Equity
Statement of Cash Flows
Supporting Schedules
Distribution of reports
Statement of Management
Responsibility