Topic 3 - BLG Principles of Accounting - Introduction - Subsidiary Books and General Journal

Oct 28, 2026

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Topic 3 introduces books of account maintained by an enterprise and how economic transactions are recorded. It explains subsidiary books (books of original entry) and the monthly posting process to ledger accounts, including purchases and sales daybooks, return journals, petty cash book, and journal/diary for transactions that do not fit other subsidiary books. It then defines journals as original-entry records used for unusual transactions and details the General Journal categories and procedural steps, followed by an XYZ Ltd January illustration and an exercise.

LanguageEnglish

CategoryExam

FormatPDF

Pages23

Reading Time58 min

AccessFree to download

Introduction

Subsidiary books

Books of prime entry

Journals

Types of journals

A) General Journal

Procedural steps for recording transactions

Illustration

Exercise

The preparation of books of account Introduction In this Topic, we introduce the books kept by an enterprise and economic transactions recorded there. We shall acknowledge and illustrate that the ledger is the main book accounts. Subsidiary books These are books of original entry. We post the transactions recorded in the subsidiary books to the ledger accounts at the end of every month and in case of some transactions, only total amounts are posted. The books used to record all transactions of a particular category prior to posting to the ledgers are the books known as subsidiary books or books of prime entry. They include; 􀁸 The purchase daybook or journal; this book records the details of all goods purchased on credit. We write up the purchases daybook is from the incoming invoices. 􀁸 Sales daybook or journal; this book records the details and amounts of all goods sold on credit. We write up the sales daybook from the outgoing invoices. 􀁸 Purchases return book or returns outwards journal; this book records the details and amounts of goods returned to the creditors. We write up the returns out ward daybook is written up from the incoming credit notes 􀁸 Sales return book or return inwards journal; this books records the details and amounts of goods returned by the debtors. We write up the return in wards daybook from the outgoing credit notes. 􀁸 Petty cash book; this book records the small cash receipts or payments. This books is also used to analyse the expenses the expenses paid in cash 􀁸 Journal or diary; the journal is that daybook in which we can record the details of any transaction that cannot be recorded in any other subsidiary book. We call all other books of original entry the division of journal for recording specific type of transactions. The main uses ofthe journal are the following. 􀁸 To record purchases or sales of assets 􀁸 To correct the errors 􀁸 To record opening and closing entries 􀁸 Writing off of bad debts; etc JOURNALS A journal may also be defined as a book of original entry where transactions are first recorded when they occur. Businesses maintain several types of journals and the nature of operations determine the number and the types of journals needed. The journal was once the most used book in bookkeeping, but today entries in the journal are limited to records of ‘unusual’ transactions, which are improperly recorded in any of other books of original entry that will be described. Such transactions are those which do not purely involve the receipt or payment of money (whether in cash or through the bank), and which are not credit sales or purchases or returns inwards or returns. However, the types of Journals are; a. General journal b. Sales day book/sales journal c. Purchases day book/purchases journal d. Cash book e. Returns inwards day book f. Returns outward day book A) General Journal We can also use this journal for all types of transactions with two money columns, although in the diagram above we have said it used to record other types of transaction other than those specifically identified with other journals. We also call it a journal proper. XYZ Ltd journals below are examples of general journal. Procedural steps for recording transactions in the General journal a. Recording the date on which the transaction occurred. b. Write the name of the account to be debited and recording the amount in the first money column c. Write the name of the account to be credited in the second money column d. A brief explanation is given about the transaction immediately after the account is credited e. Journals have a Ledger page column. This column provides a convenient cross-reference with the ledger. Illustration The following were the transactions of XYZ ltd for the month of January i) On January 1st XYZ ltd started business with cash of UGX 2,000,000 and money at the bank ofUGX 3,000,000 ii) 3rd Jan Purchased goods for UGX 600,000 cash

FAQs

What is the purpose of books of account in an enterprise?

They record economic transactions and support the preparation of accounting records. The ledger is treated as the main book of accounts.

What are subsidiary books (books of prime entry)?

They are books of original entry where transactions are first recorded. Transactions are posted to ledger accounts at the end of every month, and in some cases only total amounts are posted.

How are transactions recorded in the General Journal?

Record the transaction date, debit account name and amount, credit account name in the second money column, and add a brief explanation after crediting the account. A ledger page (LP/folio) column provides cross-reference.

Oct 28, 2026

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