Series VPRS 7937
Accounting Records : General
About this Series Related Series Accessing the records in this Series
Date Range: Series 1910 - 1920
  Series in Custody 1910 - 1920
  Contents 1910 - 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
1910 - 1920 Prahran and Malvern Tramways Trust VA 2977
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.

    Accounting Records : Prahran and Malvern Tramways Trust

    This series consists of a number of cash books, journals, ledgers and a volume of monthly statements which record details of the Prahran and Malvern Tramways Trust revenue account transactions. The records in the P1 consignment cover the period of operation of the Trust and from 30 May 1910, the date the first electric tramways were opened to the public, to 30 June 1920, at which time operations were transferred to the Melbourne and Metropolitan Tramways Board.

    Cash Book [Units 1 and 4]

    These books are combined cash books which record both receipts and expenditure. Both the Debit (left) pages and credit (right) pages have columns for date and "details". The debit page has a column to record "shortages" and three money columns headed Value, Surplus and Sundries, and Bank. The credit page has columns headed Folio, for the ledger folio reference, Cheque Number and three money columns headed Discount, Payment and Bank. The folio references are to units 10 to 13 of this consignment. From January 1914 some references may be prefixed with "S" signifying unit 13, the "Sundry Ledger", although this prefix was not always used.

    Journals [Units 5 to 9]

    These are standard format single page journals each page of which includes two money columns for debit and credit entries, and a ledger folio reference column. As for the cash books, the ledger references and to units 10 to 12 and from 17 December 1913 to unit 13 as well. An "S" prefix is sometimes used, from circa March 1915, to specify unit 13 which was a Sundry Ledger.

    Ledgers

    General Ledgers : (Units 10 to 12)

    Sundry Ledger : (Unit 13)

    These are standard format ledgers recording debit and credit transactions under account headings. Each ledger contains an index of account names referring to pages within the ledger.

    Units 10 and 11 include an account named "Sundries" entries for which commence on the last pages of these ledgers and proceed backwards. This account is not included in unit 12 but continues in a separate ledger created for that purpose, Unit 13. The "Sundries" account records sundry creditor transaction information. Unit 13 also includes advertising and other sundry debtors account.

    Monthly Statement : (Unit 14)

    This single unit in the P1 consignment comprises monthly statements for the period 31 May 1910 to 30 September 1915. Each statement occupies two pages. A statement of operation is on the left page while cash account or revenue/expenditure details and statisticed information are on the right page. Financial information in the monthly statements was compiled from the cash books and ledgers. Other statistical information was compiled from other sources, such as car mileage books, which are not extant. This volume would appear to be the only volume of monthly statements of P&M 77 extant.

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  • Recordkeeping System


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Consignment Number Contents Date Range Public Access No. of Units
P0001 1910 - 1920 Open 14
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