Series VPRS 7909
Accounting Records : Construction
About this Series Related Series Accessing the records in this Series
Date Range: Series 1914 - 1920
  Series in Custody 1914 - 1920
  Contents 1914 - 1920
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
1914 - 1920 Hawthorn Tramways Trust VA 2978
Agency currently responsible for this SeriesAgency currently responsible for this Series
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Date Range Agency Title Agency Number
1989 - cont Public Transport Corporation VA 2984
Description of this SeriesDescription of this Series
  • How to use the Records
    Accounting Records

    Public sector accounting systems comprise a structured collection of records which together document the financial transactions of the public agency. At the most basic level the flow of information between the integral components, or records, within the system is indicated by the following diagram:

    ????????????? ?????????????? ????????????? ??????????? ??????????????
    ? ?????? Cash Books ?????Subsidiary ???? ????? ?
    ? Source ? ? and ? ? Ledgers ? ? General ? ? Financial ?
    ? Documents ? ? Journals ? ????????????? ? Ledger ? ? 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 (like a journal) and the ledger account for cash (and often the bank account). As a book of original entry it serves to chronologically record in a two sided format cash (and cheque) receipts on the lefthand side, and cash (and cheque) payments 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 (and often for bank) it is therefore 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 necessary ledger accounts. Like the cash book it is also a book of original entry and is maintained chronologically. Specific journals are often maintained to summarize information for similar transactions, including cash transactions, eg. cash receipts journal, wages and stores journal. Rather than summarize similar transactions, general journals, on the other hand, provide a convenient record of unusual transactions, including:

    - adjustments to ledger accounts eg. to correct errors
    - transfers from one account to another
    - sales or purchases of assets

    Although the primary flow of information is from the journal to the ledger accounts, where amounts are on to be posted from one account to another (particularly common at the end of a financial year), the transactions will be posted through the journal. Relevant accounts are identified either by the ledger folio number or an account number.

    Ledger (Subsidiary and General)

    Ledgers comprise one or more accounts, each account being a statement of all transactions relating to a particular item about which the recording of changes -debit and credit transactions - is required. Transactions are posted to the ledger accounts from the cash books and journals. The source of the information is subsequently indicated by reference to folio numbers often accompanied by an abbreviation of the source record eg. 'C' or 'CB'=Cash Book, 'J'=Journal, 'PC'=Petty Cash Book etc. The classification of accounts is diverse and usually depends on the operations of the agency and the nature of the information required as part of the financial statements of the agency.

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

    The general ledger, however, comprises all accounts necessary for the compilation of the finance statements required by the agency. It is common for a general ledger to comprise a single account to represent the total of the individual accounts in each of the subsidiary ledgers. This device is called a 'control account'.

    Finance Statements

    Examples include : Statement of Operations, Balance Sheet, Profit and Loss Statement.

    Finance statements, which are usually published with an annual report, although they may be compiled at more regular intervals, provide the final summary of the agency's financial situation at a particular point in time. 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.

    The Hawthorn Tramways Trust was established by legislation in 1914 (Act No.2488) to provide for the construction and management of a tramway between Melbourne and Hawthorn/Camberwell. This series comprises the accounting records relating to the construction of the Tramway which were maintained from September 1914 until 30 June 1920 by which time the functions of the Trust were vested in the Melbourne and Metropolitan Tramways Board (VA 2694). Accounting records relating to the general operation of the Trust were maintained separately - see VPRS 7911.

    The P1 consignment of this series comprises the following records:

    Cash Book [Unit 1]

    Maintained between 23 September 1914 and 30 June 1920. Accounts were posted to the Ledger. Ledger folio numbers were used to refer to the relevant accounts.

    Journal [Unit 2]

    Maintained between 30 September 1914 and 30 June 1920. Accounts were posted to the Ledger. Ledger folio numbers were used to refer to the relevant accounts. Also used to transfer accounts to and from the traffic accounts in general ledger system.

    Ledger [Unit 3]

    Maintained between 30 September 1914 and 30 June 1920 for accounts related to the construction of the Tramway. Amounts were posted from the Cash Book and Journal(J).

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  • Recordkeeping System


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Consignment Number Contents Date Range Public Access No. of Units
P0001 1914 - 1920 Open 4
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