Accounting Books, Registries, Records, Forms And

Reports

ACCOUNTING BOOKS

Books of Accounts
The books of accounts shall consist of:
a.) records for recording transactions in chronological order, known as the journals or
books of original entry
b.) records for classifying and summarizing the effects of the transactions on individual
accounts known as general / subsidiary ledgers or books of final entry.

Books of Original Entry – or journals shall be used to record in time sequence, financial
transactions and information presented in duly certified and approved accounting documents.
The basis of recording in the journals shall be Journal Entry Voucher (JEV)
Meanwhile that agencies are waiting to be computerize, four (4) special journals in addition to the
General Journal, shall be used namely;
a.) Cash Receipts Journal
b.) Check Disbursement Journal
c.) Cash Disbursements Journal
General Journal (GJ) – This journal shall be used to record all transactions which cannot be
recorded in the four special journals. It provides columns for the date, the JEV number, particulars
which gave explanation of the transactions recorded, the account code, posting reference and the
debit and credit amounts.
Special Journals (SL) – are specifically designed to record transactions which are repetitive in
nature. Special columns are provided to facilitate summations postings in the General ledger.
a.) Cash Receipt Journals (CRJ) – This journal shall be used to record all collections and
deposits reported during the month.
The source of entries are the JEVs which shall be prepared based on the “Reports of
Collections and Deposits (RCDs)” submitted by the Cashier or Collecting Officer to
the Accounting Unit or the official receipts acknowledging collections.

b.) Check Disbursements Journal (CkDJ) – This journal shall be used to record check
payments made by the Cashier or Disbursing Officers.
 Recording to this journal shall be based on the JEVs supported with paid Disbursement
Vouchers (DVs) and duplicate copies of checks listed in the Reports of Checks Issued
(RCI) submitted by the Cashier / Disbursing Officers.

c.) Cash Disbursement Journal (CDJ) – This journal shall be used to record all payments
made in cash by the Regular / Special Disbursing Officers out of their cash advances.
Recording to this journal shall be on the JEVs supported with the Report of
Disbursement (RD) and pertinent documents like the paid payroll, disbursement
voucher, etc.

Books of Final Entry are the (1) General Ledgers and (2) Subsidiary Ledgers
1. General Ledger (GL) – a book of final entry containing accounts arranged in the
same sequence as in the chart of accounts.
The total of columns in the special journals and the individual entries in the GJ are
directly posted in this book.
At the end of each month, the accounts are footed and at the end of each year, these
are totalled, ruled and closed and the balance extracted to serve as the opening
balance of the new fiscal year.
Likewise the account with balances shall appear in the trial balance.

2. Subsidiary Ledgers (SL) – a book of final entry containing the details or breakdown
of the balance of the controlling account appearing in the GL.
Postings to the SL generally come from the source documents.
Examples of GL accounts which have SL are

1. Cash Collecting Officers,

2. Cash Disbursing Officers,
3. Cash in Bank-Local Currency, Current Account,
4. Accounts Receivable,
5. Notes Receivable, etc.

The totals of the SL balances shall be reconciled with their respective control
accounts regularly or at the end of each month.
Schedules shall be prepared periodically to support the corresponding controlling
GL account.

Examples of subsidiary ledgers are

• Property, Plant and Equipment Card (PPELC)
• Subsidiary Ledgers
 • Supplies Ledger Card (SLC)
• Construction in Progress Ledger Card (CIPLC)
• Investment Ledger Card (ILC)

REGISTRIES
In order to monitor allotments received, obligations incurred, NCAs received and
utilized, public infrastructures, dormant accounts, accounts written off, loans and grants, among
others, registries shall be maintained by the concerned government agencies.
• Registry of Appropriations and Allotments (RAPAL) – shall be maintained by the
Department of Budget and Management (DBM) for each department of the National
Government to control approved appropriations and allotments released.
• Registry of Allotments and NCA Issued (RANCAI) – shall be maintained by the DBM
to control the funding of allotments.
Columns are provided for each allotment class and NCA released to the department /
agency. A column for the unfunded allotment is provided to determine the balance of
allotment without corresponding NCA.
• Registry of NCA and Replenishments (RENREP) – shall be used by the Bureau of the
Treasury to record the NCA released and the bank replenishments made to cover MDS
checks issued by agencies.
• Registry of Allotments and Obligations (RAO) – shall be prepared by agencies to record
allotments and obligations. The record shall be maintained by the Budget Unit / Authorized
Official of the agency to monitor allotments available for obligations.
It shall show all the allotments received and the obligations incurred charged against the
corresponding allotment.
The balance is extracted every time an entry is made to prevent incurrence of obligation in
excess of allotment received.

The registries are as follows:

a. RAO – Capital Outlay

b. RAO – Maintenance and Other Operating Expenses
c. RAO – Personal Services
d. RAO – Financial Expenses
• Registry of Allotments and Obligations – Capital Outlay (RAOCO) – shall be used to
record allotments received and obligations incurred for capital outlay.
• Registry of Allotments and Obligations – Maintenance and Other Operating Expenses
(RAOMO) – shall be used to record all allotments and obligations incurred for expenses
classified under Maintenance and Other Operating Expenses.
• Registry of Allotments and Obligations – Financial Expenses (RAO-FE) – shall be used
to record allotments received an obligations incurred for financial expenses, such as
 Commitment fees, bank charges, etc. so as to distinguish them from the regular maintenance
and other operating expenses.
• Registry of Allotments and Obligations – Personal Services (RAOPS) – shall be used to
record allotments and obligations incurred for expenses classified under Personal Services.
• Registry of Allotments and NCA (RANCA) – shall be maintained by the agency
particularly the Accounting Unit to monitor the allotment received and NCA received,
utilized and the unfunded balance as of a given date.
• Registry of Public Infrastructure (RPI) – shall be used to record properties for use by the
general public.
A separate registry shall be maintained for each class of property or asset, example:

- Plaza - Ports - Runways

- Parks and Monuments - Harbors - Railways
- Roads - Seawalls - Waterways
- Highways and Bridges - River Walls and others
- Aqueducts - Irrigation Canals and Laterals
- etc. - etc.

For proper costing, the original construction cost and any major repairs undertaken shall be
posted in the respective Registry.
It shall be maintained by the Accounting Unit of the Agency.

RECORDS
• Cash Receipt Record (CRR) – shall be used by the designated collecting officer to record
his/her collections and deposits.
• Check Disbursements Record (CkDR) – shall be used by the Disbursing Officer to record
checks released charged against NCAs / funding checks received / deposits in a bank
current account of government agencies. A separate record shall be maintained for each
source of fund.
• Cash Disbursement Record (CDR) – shall be used by the Disbursing Officer to record
the cash advance received and disbursements made out of the cash advances.
• Stock Card (SC) – shall be used to record all receipts and issuances of supplies. It shall
be maintained by the Supply and Property Unit for each item in stock.
• Property Card (PC) – shall be used by the Supply and Property Unit to record the
description, transfer / acquisition, disposal, and other information about the property, plant
and equipment. It shall be kept for each class of property, plant and equipment.
ACCOUNTING FORMS AND REPORTS
Forms
• Journal Entry Voucher (JEV) – shall be used for all transactions of the government,
whether cash receipts, cash / check disbursements of non-cash transactions. It shall be
prepared by the accounting unit based on transaction documents presented. Accounting
journal entries shall be reflected therein and it shall serve as the basis for recording the
transactions in the appropriate journals.
• Obligation Request (ObR) – shall be used to record allotments received and to request
for obligation charged against the allotments. It shall be prepared before processing the
claim to ensure that funds are available for the purpose.
• Order of Payment (OP) – shall be accomplished by the Accounting Unit by stating
the nature and computation of amount due before collections shall be received by the
cashier.
• Disbursement Voucher (DV) – shall be used by government agencies for all money
claims.
The number shall be indicated on the DV and on every supporting document of the
claim. The supporting documents shall be listed on the face of the voucher and in case
more space is needed, the back of the DV shall be used.
• Petty Cash Voucher (PCV) – shall be used for disbursements out of the Petty Cash
Fund.
• General Payroll (GP) – shall be used for the payment of salaries, wages, overtime
pay, honoraria and other emoluments of government officers and employees.
• Payroll Payment Slip (PPS) – shows the amounts of compensation income clue and
paid for a day period including the details of deductions.
• Itinerary of Travel (IT) – shall be prepared by the concerned official or employee
making the travel. The IT shows the details of travel such as places to be visited, date,
including the amount of expenses to be incurred.
It shall be prepared before the travel is made or upon reimbursement of traveling
expenses.
• Index of Payments (IP) – shall be used to record payments made to each employee,
supplier, and other agency creditors.
• Supplies Availability Inquiry (SAI) – shall be used to inquire the availability of
supplies on stock from the Accounting Unit.
• Requisition and Issue Slip (RIS) – shall be used to request supplies and materials that
are carried on stock.
• Purchase Request (PR) – shall be used to request for purchase of inventory / item not
available on stock and it shall be the basis of preparing the Purchase Order.
• Purchase Order (PO) – shall be used to support purchase of equipment, supplies and
materials, etc.
• Acknowledgement Receipt for Equipment (ARE) – shall be used to acknowledge
the receipt of property and equipment for official use from the Property Officer.
Report
• Report of Collections and Deposits (RCD) – shall be prepared by the Cashiers /
Collecting Officers to report all collections, received and deposits made. The report
lists all the ORs issued in numerical sequence, including the cancelled ones. The report
shall be the basis in preparing the JEV for recording in the Cash Receipt Journal / Cash
Journal, as the case maybe.
• Report of Checks Issued (RCI) – shall be prepared by the Cashier / Disbursing
Officers to report checks actually received by the payor or authorized representatives
during the period, including cancelled ones.
Separate RCI shall be prepared for MDS and commercial checks released. The report
shall be the basis of preparing and recording the JEV in the Check Disbursements
Journal. It shall be supported with list of unclaimed checks.
• Report of Disbursements (RD) – shall be prepared by the Regular / Special
Disbursing Officers to support liquidations of their cash advances.
The report shall be certified as to correctness by the Disbursing Officer and forward to
the Accounting Unit for preparation of the JEV and final recording in the Cash
Disbursement Journal.
• Petty Cash Replenishment Report (PCRP) – shall be prepared by the Petty Cash
Custodian to report all disbursements made out of his Petty Cash Fund.
• Liquidation Report (LR) – shall be prepared by the concerned employees / officers
to liquidate cash advances for travel or for other purposes except those cash advances
granted to Regular / Special Disbursing Officers.
• Report of Supplies and Materials Issued (RSMI) – shall be prepared by the Supply
Officer and shall be used by the Accounting Unit as a basis in preparing the JEV to
record the supplies and materials issued.
• Waste Materials Report (WMR) – shall be used to report all waste materials such as
destroyed spare parts and other materials considered scrap due to replacement.
• Inventory and Inspection Report for Unserviceable Property (IIRUP) – shall be
used as basis to record dropping form the books the unserviceable properties carried in
the Property, Plant and Equipment accounts.
• Report on the Physical Count of Inventories (RPCI) – shall be used to report the
physical count of supplies by type of inventory as of a given date. It shows the balance
of inventory items per cards and per count and shortage / overage, if any.
• Report on the Physical Count of Property, Plant and Equipment (RPCPPE) – shall
be used to report the physical count of property, plant and equipment by type as of a
given date. It shows the balance of property and equipment per cards and per count and
shortage / overage, if any.
• Inspection and Acceptance Report (IAR) – shall be used to acknowledge the receipt
of supplies and equipment purchased and inspection made thereof.
• Report of Accountability for Accountable Forms (RAAF) – shall be prepared by the
Accountable Officer to report on the movement and status of accountable forms in his
possessions. The accountable forms include those with or without face value.