Series VPRS 14759
General Ledgers
About this Series Related Series Accessing the records in this Series
Date Range: Series 1967 - 1983
  Series in Custody 1967 - 1983
  Contents 1967 - 1983
Public Access: Open
Location: North Melbourne
Format of Records: Physical
Agency which created this SeriesAgency which created this Series
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Date Range Agency Title Agency Number
1967 - 1983 Alberton/Port Albert Waterworks Trust VA 4721
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1994 - cont South Gippsland Region Water Authority VA 4239
Description of this SeriesDescription of this Series
  • How to use the Records
    Refer to the Consignment Details List and call up the ledger for the appropriate year.

    Consult the alphabetical index at the beginning of each volume for the account name of interest, and turn to the page indicated.

    Alternately, if the account number is known, consult unit 1 of consignment 1, which is in account number order. Or if the date is known, consult unit 2 of consignment 1, which is in chronological order.

  • Function / Content
    This series consists of the general ledger of financial accounts created by Alberton and Port Albert Waterworks Trust (VA 4721).

    Public sector accounting systems comprise a structured collection of records which together document the financial transactions of the public agency.

    From cash books and journals, sub-totals for expenditure and revenue were consolidated into subsidiary ledgers. Figures in subsidiary ledgers were used to compile totals of income and expenditure that were recorded in the general ledger. Categories of income and expenditure were then aggregated under account segments for use in financial statements.

    The flow of information, however, is not always this straightforward.

    Source Documents

    Examples include receipt books, cheque butts, vouchers etc. Information is extracted from these documents and entered chronologically, in full or summary form, into cash books or journals. This process is called journalizing.

    Cash Books

    A cash book is a combination of a book of original entry (ie. a journal) and the ledger account for cash (often including the bank account). As a book of original entry it is used to record receipt and payment transactions in chronological order. Following a standard format, cash (and cheque) receipts are entered on the lefthand side of the book, and cash (and cheque) payments are recorded on the righthand side. These amounts are then posted to the relevant ledger accounts which are identified either by ledger folio numbers or account numbers. As the cash book is also a replacement of the ledger account for cash, it is balanced at regular intervals.

    Journals (Specific and General)

    The prime function of a journal is to facilitate the posting of credit and debit transactions into the appropriate ledger accounts. Like the cash book the journal is a book of original entry which records transactions in chronological order. Specific journals are often maintained to summarise information about similar types of transactions, including cash transactions, eg. cash receipts journal, wages and stores journal. General journals, on the other hand, provide a convenient record of other transactions, including adjustments to ledger accounts (to correct errors for example) and the sale or purchase of assets.

    Journals may also be used to record the posting of amounts from one account to another (particularly common at the end of a financial year). The relevant accounts are identified either by the ledger folio number or an account number.

    Ledgers (Subsidiary and General)

    Ledgers comprise a record of changes (debit and credit transactions) concerning one or more accounts. The makeup (classification) of accounts is arbitrary and usually depends on the functions of the agency and the regulations governing its financial reporting requirements. Transactions are posted to the ledger accounts from the cash books and journals. The source of the posting is usually indicated by a combination of folio numbers and an abbreviation of the source record (eg. 'C' or 'CB' = Cash Book, 'J' = Journal, 'PC' = Petty Cash Book etc.

    Subsidiary ledgers are often maintained to facilitate a division of responsibilities within a large account, or to provide a separate record of a particular account.

    A general ledger, however, comprises all accounts necessary for the compilation of the finance statements required by the agency. If subsidiary ledgers are used it is common for a general ledger to include a single account which represents the totals of the transactions of the accounts in each of the subsidiary ledgers. This device is called a control account.

    Finance Statements

    Examples include Statements of Operations, Balance Sheets, Profit and Loss Statements.

    Finance statements provide the final summary of the agency's financial situation at a particular point in time. They are usually compiled once a year and published with an annual report, although they may be compiled at more regular intervals. The types of statements and their format are generally determined by legislative requirements, and these in turn determine the nature of the accounts required to be maintained.

  • Recordkeeping System
    The ledgers were arranged in chronological order. Each volume has an alphabetical index by account name in the front cover of the volume which gives page number reference.

    In consignment P1, unit 1 is arranged numerically by account number, A1 to W7 (Advance Loan - free of Interest to Works from Loans A/C). Unit 2 is not arranged in any particular order, but appears to be roughly chronological. Within each account entries were recorded in chronological order. Account numbers consisted of an alpha-numeric code.

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Indexes and RegistersIndexes and Registers
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Controlled SeriesControlled Series
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Previous SeriesPrevious Series
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Transfer Date Series Title Series Number
Subsequent SeriesSubsequent Series
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Transfer Date Series Title Series Number
0 - 1984 General Ledgers VPRS 15011
List/s of records in this seriesList/s of records in this series
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Consignment Number Contents Date Range Public Access No. of Units
P0001 1967 - 1983 Open 2
Indexes and RegistersIndexes and Registers
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