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Annex A

Illustrative Accounting Entries - Typical transactions of Central/Regional Offices and Operating Units
(CO/RO/OU) receiving Notice of Cash Allocation direct from DBM.

REGULAR AGENCY BOOKS


CO/RO/OU
Transactions
Account Title Account
Code Debit Credit

Beginning Balances Office Equipment 222 1,000


Accounts Payable 401 350
Government Equity 501 650

Receipt of allotment and NCA


1. Receipt of allotment for: Posting in allotment column of the
Registry of Allotments and Obligations-
Allotment Class GAA CA 186 Capital Outlay, Maintenance and Other
CO 3,340 Operating Expenses, Personal Services
MOOE 1,010 and Financial Expenses
PS 550 55
FE 100
Total 5,000 55

2. Receipt of Notice of Cash Allocation Cash - National Treasury, MDS 102 4,500
from DBM - P4,500 Subsidy Income from National Government 601 4,500

Payment of Expenses
3. Obligation for PS - P 500 Posting in obligation column of Registry
of Allotments and Obligations - Personal
Services
4. Recording of expenses
Salaries 440 Salaries and Wages - Regular Pay 801 440
PERA 30 PERA 804 30
Additional Compensation 30 Additional Compensation 805 30
Total 500 Due to Officers and Employees 428 400
Less: Salary Deductions. Withholding Tax Payable 410 50
Withholding tax 50 GSIS Payable 411 32
Life & Ret. premiums 30 PAG-IBIG Payable 412 5
PAGIBIG premiums 5 PHILHEALTH Payable 413 3
PHILHEALTH premiums 3 Other Payables 450 10
GSIS-Salary loan 2
Employees' Association 10 100
Net Amount 400

5. Grant of Cash Advance for payroll - P400 Cash - Disbursing Officers 107 400
Cash - National Treasury, MDS 102 400

6. Liquidation of Cash Advance Due to Officers and Employees 428 400


Cash - Disbursing Officers 107 400
7. Remittance of Salary Deductions GSIS Payable 411 32
PAG-IBIG Payable 412 5
PHILHEALTH Payable 413 3
Other Payables 450 10
Cash - National Treasury, MDS 102 50

121
Annex A
Illustrative Accounting Entries - Typical transactions of Central/Regional Offices and Operating Units
(CO/RO/OU) receiving Notice of Cash Allocation direct from DBM.

REGULAR AGENCY BOOKS


CO/RO/OU
Transactions
Account Title Account
Code Debit Credit

8. Obligation for government share Posting in obligation column of Registry


CA 186 - Life & Ret. Contribution 30 of Allotments and Obligations - Personal
GAA - PAG-IBIG Contribution 5 Services
GAA - PHILHEALTH Contribution 3
38

9. Remittance of Govt. Share


CA 186 - Life & Ret. Contribution 30 Life and Retirement Insurance Contributions 817 30
GAA - PAG-IBIG Contribution 5 PAG-IBIG Contributions 818 5
GAA - PHILHEALTH Contribution 3 PHILHEALTH Contributions 819 3
38 Cash - National Treasury, MDS 102 38

Receipt of Bills / Claim


10. Obligation for: Posting in obligation column of Registry of
Rent ( for 1 year) 70 Allotments and Obligations - Maintenance
Office Supplies 150 and Other Operating Expenses
MERALCO bill 50
PLDT bill 40
Travelling expense of
Mr. Alex Cruz 110
TOTAL 420

11. Payment of one year rent Prepaid Rent 161 70


(July 1, 2002 to June 30, 2003) Cash - National Treasury, MDS 102 70

12. Advance payment to Procurement Due from NGAs 130 150


Service (PS) for office supplies 150 Cash - National Treasury, MDS 102 150

13. Receipt of office supplies Office Supplies Inventory 149 150


and invoice from Procurement Service. Due from NGAs 130 150

14. Payment of MERALCO bill Electricity 835 50


Cash - National Treasury, MDS 102 50

15. Payment of PLDT bill Telephone/Telegraph and Internet 837 40


Cash - National Treasury, MDS 102 40

16. Granting of cash advance for travel of Due from Officers and Employees 128 110
Mr. Alex Cruz Cash - National Treasury, MDS 102 110

17. Liquidation of cash advance for travel of Traveling Expense - Local 831 98
Mr. Alex Cruz Due from Officers and Employees 128 98

18. Refund of excess cash advance for travelling Cash - Collecting Officers 106 12
expense of Mr. Alex Cruz Due from Officers and Employees 128 12

122
Annex A
Illustrative Accounting Entries - Typical transactions of Central/Regional Offices and Operating Units
(CO/RO/OU) receiving Notice of Cash Allocation direct from DBM.

REGULAR AGENCY BOOKS


CO/RO/OU
Transactions
Account Title Account
Code Debit Credit

19. Adjustment of obligation by P12 for refund Negative posting in obligation column of
of excess advance for traveling expense Registry of Allotments and Obligations -
Maintenance and Other Operating Expenses

20. Deposit of collection from excess advance Subsidy Income from National Government 601 12
to BTr Cash - Collecting Officers 106 12

Petty Cash Fund


21. Obligation for Petty Cash Fund (PCF) Posting in obligation column of
for - P35 Registry of Allotments and Obligations -
Maintenance and Other Operating Expenses

22. Establishment of Petty Cash Fund (PCF) Petty Cash Fund 105 35
Cash - National Treasury, MDS 102 35

23. Obligation of P30 for replenishment Posting in obligation column of


of Petty Cash Fund Registry of Allotments and Obligations -
Maintenance and Other Operating Expenses

24. Replenishment of Petty Cash Fund Office Supplies Expenses 849 20


Bond paper 20 Postage and Deliveries 838 10
Postage stamps 10 Cash - National Treasury, MDS 102 30
30

25. Closing of the Petty Cash Fund within the Cash - Collecting Officers 106 5
year due to retirement of the PCF Custodian Petty Cash Fund 105 5

26. Adjustment of obligation for refunded PCF Negative posting in obligation


per ALOBS supported by Official Receipt Registry of Allotments and Obligations -
Maintenance and Other Operating Expenses

27. Deposit of collection from refund of Subsidy Income from NG 601 5


Petty Cash Fund Cash - Collecting Officers 106 5

28. Obligation for Petty Cash Fund for - P35 Posting in obligation column of
for the newly designated PCF Custodian Registry of Allotments and Obligations -
Maintenance and Other Operating Expenses

29. Establishment of Petty Cash Fund for Petty Cash Fund 105 35
the newly designated PCF Custodian Cash - National Treasury, MDS 102 35

Purchase of Equipment
30. Obligation for office equipment per Purchase Posting in obligation column of
Order - P100 Registry of Allotments and Obligations -
Capital Outlay

123
Annex A
Illustrative Accounting Entries - Typical transactions of Central/Regional Offices and Operating Units
(CO/RO/OU) receiving Notice of Cash Allocation direct from DBM.

REGULAR AGENCY BOOKS


CO/RO/OU
Transactions
Account Title Account
Code Debit Credit

31. Payment to Procurement Service for office equipment Due from NGAs 130 100
Cash - National Treasury, MDS 102 100

32. Receipt of office equipment based on Invoice/ Office Equipment 222 100
delivery receipt Due from NGAs 130 100

33. Obligation prior to approval of purchase order for Posting in obligation column of
IT Software - P400 Registry of Allotments and Obligations -
Capital Outlay

34. Receipt of IT Software based on invoice/delivery IT Equipment and Software 215 400
receipt from Computer Technologies (corporation) Accounts Payable 421 400

35. Payment of IT Software to Computer Technologies Accounts Payable 421 400


Gross 400 Cash - National Treasury, MDS 102 364
Less: Withholding Tax (VAT) 36 Withholding Taxes Payable 410 36
364

Construction of Building
36. Obligation for building prior to the signing of the Posting in obligation column of
contract - P700 Registry of Allotments and Obligations -
Capital Outlay

37. Receipt of cash from the contractor paid Cash - Collecting Officers 106 50
as performance bond Performance/Bidders/Bail Bonds Payable 414 50

38. Deposit of ( cash) performance bond Due from National Treasury 134 50
to BTr thru AGDB Cash - Collecting Officers 106 50

39. Payment of 15% of contract amount as advances Advances to Contractors 168 105
to contractor - P700 x 15% Cash - National Treasury, MDS 102 105

40. Receipt of 1st progress billing for building Construction in Progress - Agency Assets 230 350
50% of P700 P350 Accounts Payable 401 300
Less: Recoupment 50 Advances to Contractors 168 50
Net Amount P300

41. Payment of 1st progress billing for building Accounts Payable 421 300
Accounts Payable 300 Cash - National Treasury, MDS 102 238
Less: 10% Retention 35 Guaranty Deposits Payable 408 35
Withholding Tax 27 62 Withholding Taxes Payable 410 27
Net Amount 238

124
Annex A
Illustrative Accounting Entries - Typical transactions of Central/Regional Offices and Operating Units
(CO/RO/OU) receiving Notice of Cash Allocation direct from DBM.

REGULAR AGENCY BOOKS


CO/RO/OU
Transactions
Account Title Account
Code Debit Credit

42. Receipt of final billing for building Construction in Progress - Agency Assets 230 340
50% of P700 (delayed completion) P350 Accounts Payable 401 285
Less: Liquidated Damages 10 Advances to Contractors 168 55
Net Amount P340
Less: Recoupment 55
Amount Due P285

43. Adjustment of RAOCO by P10 to reduce original Posting in obligation column of


amount of obligation due to liquidated damages Registry of Allotments and Obligations -
Capital Outlay

44. Final payment for building Accounts Payable 401 285


Accounts Payable 285 Cash - National Treasury, MDS 102 253
Less: 10% Withholding Tax (VAT) 32 Withholding Taxes Payable 410 32
Net Amount 253

45. Turn-over & acceptance of building Buildings 204 690


Contract Amount 700 Construction in Progress - Agency Assets 230 690
Less: Liquidated Damages 10
Net Cost 690

Transfer of Funds to Implementing Agency


46. Obligation prior to approval of transfer of cash to Posting in obligation column of
another agency for construction of building-P250 Registry of Allotments and Obligations -
Capital Outlay

47. Issuance of check to implementing agency (IA) Due from NGAs 130 250
Cash - National Treasury, MDS 102 250

48. Receipt of liquidation reports/turn-over of building Buildings 204 250


by IA - P250 Due from NGAs 130 250

Fund Assistance to NGOs/POs


49. Approval of fund assistance to NGOs/POs - P150 Posting in obligation column of
for livelihood project Registry of Allotments and Obligations -
Maintenance and Other Operating Expenses

50. Issuance of check to NGOs/POs Due from NGOs/POs 133 150


Cash - National Treasury, MDS 102 150

51. Receipt of liquidation reports from NGOs / POs


Travelling Expense-Local 50 Travelling Expense-Local 831 50
Training and seminar expenses 30 Training and Seminar Expenses 833 30
Office supplies expense 20 Office Supplies Expense 849 20
Total 100 Due from NGOs/POs 133 100

125
Annex A
Illustrative Accounting Entries - Typical transactions of Central/Regional Offices and Operating Units
(CO/RO/OU) receiving Notice of Cash Allocation direct from DBM.

REGULAR AGENCY BOOKS


CO/RO/OU
Transactions
Account Title Account
Code Debit Credit

Grants and Donations


52. Obligation of amount for tuition fees of employees Posting in obligation column of
(under scholarship grants) - P70 Registry of Allotments and Obligations -
Maintenance and Other Operating Expenses

53. Recording of the bill from educational institution for Grants and Donations 889 70
tuition fees of scholars Accounts Payable 401 70

54. Payment of tuition fees of scholars Accounts Payable 401 70


Cash - National Treasury, MDS 102 70

55. Obligation of stipend/book allowances Posting in obligation column of


of scholars - P 50 Registry of Allotments and Obligations -
Maintenance and Other Operating Expenses

56. Payment of stipend/book allowance to scholars Grants and Donations 889 50


Cash - National Treasury, MDS 102 50
Payment thru ADA
57. Receipt of NCA for PY accounts payable - P350 Cash - National Treasury, MDS 102 350
Subsidy Income from National Government 601 350

58. Payment of PY accounts payable - P200 Accounts Payable 401 200


Cash - National Treasury, MDS 102 200

Public Infrastructures
59. Receipt of cash from contractor paid as performance Cash - Collecting Officers 106 150
bond for the construction of roads Performance/Bidders/Bail Bonds Payable 414 150

60. Deposit of cash (performance bond) to BTr thru AGDB Due from National Treasury 134 150
Cash - Collecting Officers 106 150

61. Obligation for construction of roads prior to signing of Posting in obligation column of
contract - P2,000 Registry of Allotments and Obligations -
Capital Outlay

62. Payment of 15% of contract amount for the Advances to Contractors 168 300
advances to the contractor for the construction of Cash - National Treasury, MDS 102 300
roads P2,000 x 15%

63. Receipt of progress billing for construction of roads Construction in Progress - Roads,
50% of P2,000 1000 Highways and Bridges 232 1,000
Less: Recoupment 150 Accounts Payable 401 850
Net Amount 850 Advances to Contractors 168 150

126
Annex A
Illustrative Accounting Entries - Typical transactions of Central/Regional Offices and Operating Units
(CO/RO/OU) receiving Notice of Cash Allocation direct from DBM.

REGULAR AGENCY BOOKS


CO/RO/OU
Transactions
Account Title Account
Code Debit Credit

64. Payment of bill for the construction of roads Accounts Payable 401 850
Accounts Payable (1,000 -150) 850 Cash - National Treasury, MDS 102 660
Less: Withholding Tax 90 Withholding Taxes Payable 410 90
10% Retention 100 190 Guaranty Deposits Payable 408 100
Net Amount 660

65. Presentation of final billing for roads Construction in Progress - Roads,


50% of P2,000 1,000 Highways and Bridges 232 950
Less: Liquidated Damages 50 Accounts Payable 401 800
Net Cost 950 Advances to Contractors 168 150
Less: Recoupment 150
Amount Due 800

66. Adjustment of RAOCO by P50 to reduce original Negative posting in obligation column of
amount of obligation Registry of Allotments and Obligations -
Capital Outlay

67. Payment of final bill for the construction of roads Accounts Payable 401 800
Accounts Payable 800 Cash - National Treasury, MDS 102 619
Less: Withholding Tax 86 Withholding Taxes Payable 410 86
10% Retention 95 181 Guaranty Deposits Payable 408 95
Net Amount 619

68. Turn-over and acceptance of roads Public Infrastructures 243 1,950


Contract amount 2,000 Construction in Progress - Roads,
Less: Liquidated Damages 50 Highways and Bridges 232 1,950
Net Cost 1,950

Remittance of Withholding Taxes Thru TRA


69. Remittance of Withholding Tax thru TRA Withholding Taxes Payable 410 321
Salaries 50 Subsidy Income from National Government 601 321
IT Software (Corporation) 36
Building (Corporation) 59
Roads (Corporation) 176
Total 321

Release of Performance Bond


70. Receipt of NCA for deposited performance bonds received Cash-National Treasury, MDS 102 200
from contractors for the construction of the following: Due from National Treasury 134 200

Building 50
Roads 150
Total 200

71. Refund of performance bonds to contractors . Performance/Bidders/Bail Bonds Payable 414 200
Cash-National Treasury, MDS 102 200

Refund of Retention Fees


72. Refund of retention fees to contractors . Guaranty Deposits Payable 408 406

127
Annex A
Illustrative Accounting Entries - Typical transactions of Central/Regional Offices and Operating Units
(CO/RO/OU) receiving Notice of Cash Allocation direct from DBM.

REGULAR AGENCY BOOKS


CO/RO/OU
Transactions
Account Title Account
Code Debit Credit

Cash-National Treasury, MDS 102 406


Building P35
Roads 371
Total 406

Issuance of Supplies and Materials


73. Receipt of the Report of Supplies and Materials Issued Office Supplies Expenses 849 140
from the Property/Supply Unit Office Supplies Inventory 149 140
office supplies - P140

Adjusting Entries
74. Recording of depreciation for the following: Depreciation - Buildings 904 35
Cost Depn. Depreciation - IT Equipment 915 40
Buildings 690 35 Depreciation - Office Equipment 922 10
IT Equipment 400 40 Acc. Depn. - Buildings 304 35
Office Equipment 100 10 Acc. Depn. - IT Equipment 315 40
Total 1,190 85 Acc. Depn. - Office Equipment 322 10

75. Rent expense for the year Rent Expense 841 35


Prepaid Rent 161 35

128
Annex A
Illustrative Accounting Entries - Typical transactions of Central/Regional Offices and Operating Units
(CO/RO/OU) receiving Notice of Cash Allocation direct from DBM.

REGULAR AGENCY BOOKS


CO/RO/OU
Transactions
Account Title Account
Code Debit Credit

CLOSING ENTRIES

1. Unused NCA Subsidy Income from National Government 601 187


Cash-National Treasury, MDS 102 187

2. Subsidy Income from the National Government Subsidy Income from National Government 601 2,667
and Income Income and Expense Summary 533 2,667

3. Expenses Income and Expense Summary 535 1,131


Salaries and Wages-Regular Payroll 801 440
PERA 804 30
Additional Compensation 805 30
Life and Ret. Insurance Contribution 817 30
PAG-IBIG Contribution 818 5
PHILHEALTH Contribution 819 3
Traveling Expense, Local 831 148
Training and Seminar Fees 833 30
Electricity 835 50
Telephone/Telegraph and Internet 837 40
Postage and Deliveries 838 10
Rent Expenses 841 70
Office Supplies Expenses 849 40
Grants and Donations 890 120
Depreciation - Buildings 904 35
Depreciation - IT Equipment 915 40
Depreciation - Office Equipment 922 10

4. Income and Expense Summary Income and Expense Summary 532 1,536
Retained Operating Surplus 534 1,536

5. Retained Operating Surplus Retained Operating Surplus 534 1,536


Government Equity 501 1,536

6. Transfer of Public Infrastructures account to the Government Equity 501 1,950


Registry of Public Infrastructures Public Infrastructures 243 1,950

129
Annex B
Illustrative Accounting Entries - Typical transactions of Central/Regional Offices and Operating Units
(CO/RO/OU) receiving Notice of Cash Allocation direct from DBM and ROs/OUs receiving funding checks from CO/RO.

CENTRAL OFFICE (CO) REGIONAL OFFICE (RO) OPERATING UNITS


Transactions Account Account Account
Account Title Debit Credit Account Title Debit Credit Account Title Debit
Code Code Code

Receipt of Allotment/NCA andTransfer of Subsidy


1. Receipt of allotment for:
Posting in allotment column of Posting in allotment column of Posting in allotment column of
Allotment Class CO RO OU Registry of Allotments and Obligations- Registry of Allotments and Obligations- Registry of Allotments and Obligations-
CO 1,800 Capital Outlay, Maintenance and Other Maintenance and Other Operating Maintenance and Other Operating
MOOE 260 Operating Expenses, Personal Services Expenses, Personal Services Expenses, Personal Services
PS 200 250 150
Total 2,260 250 150

2. Receipt of Notice of Allocation CO RO OU Cash - National Treasury, MDS 102 2,000 Cash - National Treasury, MDS 102 250 Cash - National Treasury, MDS 102 150
from DBM 2,000 250 150 Subsidy Income from National Government 601 2,000 Subsidy Income from National Government 601 250 Subsidy Income from National Government 601

3. Release of sub-allotment to Regional Offices Negative posting in allotment column of Posting in allotment column of
Allotment Class RO Registry of Allotments and Obligations- Registry of Allotments and Obligations-
MOOE 160 Capital Outlay Capital Outlay
CO 1,500
Total 1,660

4. Release of Letter Advice of Allotment to OU Negative posting in allotment column of Posting in allotment column of
Allotment Class OU Registry of Allotments and Obligations- Registry of Allotments and Obligations-
MOOE 50 Capital Outlay, Maintenance and Capital Outlay, Maintenance and
CO 700 Other Operating Expenses Other Operating Expenses
Total 750

5. Transfer of subsidy to Regional Subsidy to Regional Offices/Staff Bureaus 538 1,400 Cash in Bank-Local Currency, Curr. Acct. 110 1,400
Office thru funding check or fund Cash - National Treasury, MDS 102 1,400 Subsidy from Central Office 602 1,400
transfer 1,400

6. Transfer of subsidy to Operating Subsidy to Operating Units 539 600 Cash in Bank-Local Currency, Curr. Acct. 110 600
Unit thru funding check or fund Cash in Bank-Local Currency, Curr. Acct. 110 600 Subsidy from Regional Office/Staff Bureau 603
transfer 600

Payment of Expenses
7. Obligation for Personal Services CO RO OU Posting in obligation column of Posting in obligation column of Posting in obligation column of
140 250 130 Registry of Allotments and Obligations- Registry of Allotments and Obligations- Registry of Allotments and Obligations-
Personal Services Personal Services Personal Services

130
Annex B
Illustrative Accounting Entries - Typical transactions of Central/Regional Offices and Operating Units
(CO/RO/OU) receiving Notice of Cash Allocation direct from DBM and ROs/OUs receiving funding checks from CO/RO.

CENTRAL OFFICE (CO) REGIONAL OFFICE (RO) OPERATING UNITS


Transactions Account Account Account
Account Title Debit Credit Account Title Debit Credit Account Title Debit
Code Code Code
8. Recording of expenses for salaries and wages
Salaries and Wages-Regular Pay 801 125 Salaries and Wages-Regular Pay 801 226 Salaries and Wages-Regular Pay 801 118
CO RO OU PERA 804 10 PERA 804 16 PERA 804 8
Salaries & Wages - Regular Pay 125 226 118 Additional Compensation 805 5 Additional Compensation 805 8 Additional Compensation 805 4
PERA 10 16 8 Withholding Taxes Payable 410 14 Withholding Taxes Payable 410 25 Withholding Taxes Payable 410
Additional Compensation 5 8 4 GSIS Payable 411 6 GSIS Payable 411 12 GSIS Payable 411
Total 140 250 130 PAGIBIG Payable 412 2 PAGIBIG Payable 412 4 PAGIBIG Payable 412
Less: PHILHEALTH Payable 413 1 PHILHEALTH Payable 413 2 PHILHEALTH Payable 413
Withholding Tax 14 25 13 Due from Officers and Employees 128 117 Due from Officers and Employees 128 207 Due from Officers and Employees 128
GSIS Life & Ret. Premiums 6 12 5
PAGIBIG Premiums 2 4 2
PHILHEALTH Premiums 1 2 1
23 43 21
Net 117 207 109

9. Granting of Cash Advance CO RO OU Cash-Disbursing Officers 107 117 Cash-Disbursing Officers 107 207 Cash-Disbursing Officer 107 109
117 207 109 Cash - National Treasury, MDS 102 117 Cash - National Treasury, MDS 102 207 Cash - National Treasury, MDS 102

10. Liquidation of Cash Advance Due from Officers and Employees 128 117 Due from Officers and Employees 128 207 Due from Officers and Employees 128 109
Cash-Disbursing Officers 107 117 Cash-Disbursing Officers 107 207 Cash-Disbursing Officer 107
Remittance of Salary Deductions
11. Remittance of Salary Deductions GSIS Payable 411 6 GSIS Payable 411 12 GSIS Payable 411 5
PAG-IBIG Payable 412 2 PAG-IBIG Payable 412 4 PAG-IBIG Payable 412 2
PHILHEALTH Payable 413 1 PHILHEALTH Payable 413 2 PHILHEALTH Payable 413 1
Cash - National Treasury, MDS 102 9 Cash - National Treasury, MDS 102 18 Cash - National Treasury, MDS 102

12. Issuance of TRA for Withholding taxes Withholding Taxes Payable 410 14 Withholding Taxes Payable 410 25 Withholding Taxes Payable 410 13
Subsidy Income from National Government 601 14 Subsidy Income from National Government 601 25 Subsidy Income from National Government 601

Receipt of Bills/Claims
13. Receipt of bills from Meralco and PLDT posting in obligation column of posting in obligation column of posting in obligation column of
13.1 Obligation Registry of Allotments and Obligations- Registry of Allotments and Obligations- Registry of Allotments and Obligations-
Maintenance and Other Operating Exp. Maintenance and Other Operating Exp. Maintenance and Other Operating Exp.

13.2 Recording of payables based on bills received

CO RO OU Electricity 835 30 Electricity 835 40 Electricity 835 8


MERALCO 30 40 8 Telephone/Telegraph and Internet 837 10 Telephone/Telegraph and Internet 837 15 Telephone/Telegraph and Internet 837 5
PLDT 10 15 5 Accounts Payable 401 40 Accounts Payable 401 55 Accounts Payable 401
40 55 13

14. Payment of bills Accounts Payable 401 40 Accounts Payable 401 55 Accounts Payable 401 13
Cash - National Treasury, MDS 102 40 Cash in Bank-Local Currency, Curr. Acct. 110 55 Cash in Bank-Local Currency, Curr. Acct. 110

15. Grant of Cash Advance for travel


15. 1. Obligation Posting in obligation column of Posting in obligation column of Posting in obligation column of
Registry of Allotments and Obligations- Registry of Allotments and Obligations- Registry of Allotments and Obligations-
Maintenance and Other Operating Exp. Maintenance and Other Operating Exp. Maintenance and Other Operating Exp.

131
Annex B
Illustrative Accounting Entries - Typical transactions of Central/Regional Offices and Operating Units
(CO/RO/OU) receiving Notice of Cash Allocation direct from DBM and ROs/OUs receiving funding checks from CO/RO.

CENTRAL OFFICE (CO) REGIONAL OFFICE (RO) OPERATING UNITS


Transactions Account Account Account
Account Title Debit Credit Account Title Debit Credit Account Title Debit
Code Code Code
15.2. Grant of Cash Advance CO RO OU Due from Officers and Employees 128 8 Due from Officers and Employees 128 10 Due from Officers and Employees 128 12
8 10 12 Cash - National Treasury, MDS 102 8 Cash in Bank-Local Currency, Curr. Acct. 110 10 Cash in Bank-Local Currency, Curr. Acct. 110

16. Liquidation of Cash Advance for CO RO OU Travelling Expense - Local 831 5 Travelling Expense - Local 831 8 Travelling Expense - Local 831 7
travel 5 8 7 Due from Officers and Employees 128 5 Due from Officers and Employees 128 8 Due from Officers and Employees 128

17. Collections
17.1. Receipt of collection CO RO OU
Overpayment of salaries 5 3 2 Cash-Collecting Officers 106 8 Cash-Collecting Officers 106 5 Cash-Collecting Officers 106 7
Refund of Cash Advance-travel 3 2 5 Due from Officers and Employees 128 3 Due from Officers and Employees 128 2 Due from Officers and Employees 128
8 5 7 Salaries and Wages-Regular Pay 801 5 Salaries and Wages-Regular Pay 801 3 Salaries and Wages-Regular Pay 801

17.2. Adjustment of obligation Negative posting in obligation column of Negative posting in obligation column of Negative posting in obligation column of
Registry of Allotments and Obligations- Registry of Allotments and Obligations- Registry of Allotments and Obligations-
Maintenance and Other Operating Maintenance and Other Operating Maintenance and Other Operating
Expenses and Personal Services Expenses and Personal Services Expenses and Personal Services

17.3. Deposit of collection Subsidy Income from National Government 601 8 Subsidy Income from National Government 601 3 Subsidy Income from National Government 601 2
Cash-Collecting Officers 106 8 Cash in Bank-Local Currency, Curr. Acct. 110 2 Cash in Bank-Local Currency, Curr. Acct. 110 5
Cash-Collecting Officers 106 5 Cash-Collecting Officers 106

18. Payment of one year rental


18.1. Obligation CO RO OU Posting in allotment column of Posting in allotment column of Posting in allotment column of
12 3 2 Registry of Allotments and Obligations- Registry of Allotments and Obligations- Registry of Allotments and Obligations-
Maintenance and Other Operating Exp. Maintenance and Other Operating Exp. Maintenance and Other Operating Exp.

18.2. Payment Prepaid Rent 161 12 Prepaid Rent 161 3 Prepaid Rent 161 2
Cash - National Treasury, MDS 102 12 Cash in Bank-Local Currency, Curr. Acct. 110 3 Cash in Bank-Local Currency, Curr. Acct. 110

19. Purchase of Office Supplies


19.1. Earmarking of fund prior to signing of Posting in obligation column of Posting in obligation column of Posting in obligation column of
Purchase Order (PO) Registry of Allotments and Obligations- Registry of Allotments and Obligations- Registry of Allotments and Obligations-
Maintenance and Other Operating Exp. Maintenance and Other Operating Exp. Maintenance and Other Operating Exp.

19.2. Recording of Payable CO RO OU Office Supplies Inventory 149 30 Office Supplies Inventory 149 35 Office Supplies Inventory 149 20
for Office Supplies received 30 35 20 Accounts Payable 401 30 Accounts Payable 401 35 Accounts Payable 401

20. Purchase of Equipment


20.1. Earmarking of fund for Equipment per PO Posting in obligation column of Posting in obligation column of Posting in obligation column of
Registry of Allotments and Obligations- Registry of Allotments and Obligations- Registry of Allotments and Obligations-
Capital Outlay Capital Outlay Capital Outlay

20.2. Serving of PO to dealer No Entry No Entry No Entry


20.3. Receipt of Equipment with CO RO OU Office Equipment 222 50 Office Equipment 222 135 Office Equipment 222 120
Invoice 50 135 120 Accounts Payable 401 50 Accounts Payable 401 135 Accounts Payable 401

21. Payment of Payables for supplies Accounts Payable 401 80 Accounts Payable 401 170 Accounts Payable 401 140
and equipment CO RO OU Cash - National Treasury, MDS 102 72 Cash in Bank-Local Currency, Curr. Acct. 110 154 Cash in Bank-Local Currency, Curr. Acct. 110
Total 80 170 140 Withholding Taxes Payable 401 8 Withholding Taxes Payable 410 16 Withholding Taxes Payable 410
Less: Withholding Taxes 8 16 14
72 154 126

132
Annex B
Illustrative Accounting Entries - Typical transactions of Central/Regional Offices and Operating Units
(CO/RO/OU) receiving Notice of Cash Allocation direct from DBM and ROs/OUs receiving funding checks from CO/RO.

CENTRAL OFFICE (CO) REGIONAL OFFICE (RO) OPERATING UNITS


Transactions Account Account Account
Account Title Debit Credit Account Title Debit Credit Account Title Debit
Code Code Code
Construction of Building
22. Construction of Building
22.1. Earmaking of funds prior to CO RO OU Posting in obligation column of Posting in obligation column of Posting in obligation column of
Signing of contract 200 600 500 Registry of Allotments and Obligations- Registry of Allotments and Obligations- Registry of Allotments and Obligations-
Capital Outlay Capital Outlay Capital Outlay

22.2. Payment of advances to Contractors Advances to Contractors 168 30 Advances to Contractors 168 90 Advances to Contractors 168 75
Cash - National Treasury, MDS 102 30 Cash in Bank-Local Currency, Curr. Acct. 110 90 Cash in Bank-Local Currency, Curr. Acct. 110

22.3. Receipt of 1st Progress Billing CO RO OU Construction in Progress-Agency Assets 230 150 Construction in Progress-Agency Assets 230 400 Construction in Progress-Agency Assets 230 300
150 400 300 Accounts Payable 401 120 Accounts Payable 401 310 Accounts Payable 401
Advances to Contractors 168 30 Advances to Contractors 168 90 Advances to Contractors 168

22.4. Payment of 1st Progress billing CO RO OU Accounts Payable 401 120 Accounts Payable 401 310 Accounts Payable 421 225
Total 120 310 225 Cash - National Treasury, MDS 102 105 Cash in Bank-Local Currency, Curr. Acct. 110 270 Cash in Bank-Local Currency, Curr. Acct. 102
Less: Withholding Taxes 15 40 30 Withholding Taxes Payable 410 15 Withholding Taxes Payable 410 40 Withholding Taxes Payable 410
105 270 195

22.5. Receipt of final billing for the CO RO OU Construction in Progress-Agency Assets 230 50 Construction in Progress-Agency Assets 230 200 Construction in Progress-Agency Assets 230 200
completion of the building 50 200 200 Accounts Payable 401 50 Accounts Payable 401 200 Accounts Payable 401

22.6. Payment of final billing CO RO OU Accounts Payable 401 50 Accounts Payable 401 200 Accounts Payable 401 200
Total 50 200 200 Cash - National Treasury, MDS 102 45 Cash in Bank-Local Currency, Curr. Acct. 110 180 Cash in Bank-Local Currency, Curr. Acct. 110
Less: Withholding Tax 5 20 20 Withholding Taxes Payable 410 5 Withholding Taxes Payable 410 20 Withholding Taxes Payable 410
Net Amount 45 180 180

22.7. Transfer to account to


Building after completion & CO RO OU Buildings 204 200 Buildings 204 600 Buildings 204 500
turn-over 200 600 500 Construction in Progress-Agency Assets 230 200 Construction in Progress-Agency Assets 230 600 Construction in Progress-Agency Assets 230

23. Remittance of taxes thru TRA CO RO OU Withholding Taxes Payable 410 28 Withholding Taxes Payable 410 76 Withholding Taxes Payable 410 64
28 76 64 Subsidy Income from NG 601 28 Subsidy Income from NG 601 76 Subsidy Income from NG 601

24. Issuance of office supplies CO RO OU Office Supplies Expenses 849 25 Office Supplies Expenses 849 30 Office Supplies Expenses 849 14
per RSMI 25 30 14 Office Supplies Inventory 149 25 Office Supplies Inventory 149 30 Office Supplies Inventory 149

ADJUSTING ENTRIES
1. Recording of actual rent expense CO RO OU Rent Expenses 841 12 Rent Expenses 841 3 Rent Expenses 841 2
12 3 2 Prepaid Rent 161 12 Prepaid Rent 161 3 Prepaid Rent 161

2. Depreciation
CO RO OU
Buildings 10 30 25 Depreciation - Buildings 904 10 Depreciation - Buildings 904 30 Depreciation - Buildings 904 25
Office Equipment 5 12 12 Depreciation - Office Equipment 922 5 Depreciation - Office Equipment 922 12 Depreciation - Office Equipment 922 12
Total 15 42 37 Accum. Depn. - Buildings 304 10 Accum. Depn. - Buildings 304 30 Acc. Depn. - Buildings 304
Accum. Depn. - Office Equipment 322 5 Accum. Depn. - Office Equipment 322 12 Acc. Depn. - Office Equipment 322

133
Annex B
Illustrative Accounting Entries - Typical transactions of Central/Regional Offices and Operating Units
(CO/RO/OU) receiving Notice of Cash Allocation direct from DBM and ROs/OUs receiving funding checks from CO/RO.

CENTRAL OFFICE (CO) REGIONAL OFFICE (RO) OPERATING UNITS


Transactions Account Account Account
Account Title Debit Credit Account Title Debit Credit Account Title Debit
Code Code Code
CLOSING ENTRIES

1. Adjustment of RAO for unobligated allotment


CO RO OU Posting in allotment column of Posting in allotment column of Negative posting in allotment column of
PS 90 25 22 Registry of Allotments and Obligations Registry of Allotments and Obligations Registry of Allotments and Obligations
MOOE 30 17 8 Maintenance and Other Operating Exp. Maintenance and Other Operating Exp. Maintenance and Other Operating Exp.
120 42 30

2. Setting up of liability of OU for unrefunded cash Due from Operating Units 137 8 Subsidy from Regional Office/Staff Bureau 603 8
equivalent to the unobligated allotment for MOOE Subsidy to Operating Units 539 8 Due to Regional Office/Staff Bureaus 446

3. Setting up of liability of RO for unrefunded cash Due from Regional Offices/Staff Bureaus 136 17 Subsidy from Central Office 602 17
equivalent to the unobligated allotment for MOOE Subsidy to Regl.Offices/Staff Bureaus 538 17 Due to Central Office 435 17

4. Reversion of Unused NCA Subsidy Income from National Government 601 131 Subsidy Income from National Government 601 22 Subsidy Income from National Government 601 32
Cash-National Treasury, MDS 102 131 Cash-National Treasury, MDS 102 22 Cash-National Treasury, MDS 102

5. Subsidy Income from the National Government Subsidy Income from National Government 601 1,903 Subsidy Income from National Government 601 326 Subsidy Income from National Government 601 193
Income and Expense Summary 532 1,903 Subsidy from CO 602 1,383 Subsidy from Regional Office/Staff Bureau 603 592
Income and Expense Summary 532 1,709 Income and Expense Summary 532

6. Expenses Income and Expense Summary 532 1,615 Income and Expense Summary 532 977 Income and Expense Summary 532 201
Salaries and Wages-Regular Payroll 801 120 Salaries and Wages-Regular Payroll 801 223 Salaries and Wages-Regular Payroll 801
PERA 804 10 PERA 804 16 PERA 804
Additional Compensation 805 5 Additional Compensation 805 8 Additional Compensation 805
Traveling Expense, Local 831 5 Traveling Expense, Local 831 8 Traveling Expense, Local 831
Electricity 835 30 Electricity 835 40 Electricity 835
Telephone/Telegraph and Internet 837 10 Telephone/Telephone/Internet 837 15 Telephone/Telephone/Internet 837
Rent Expenses 841 12 Rent Expenses 841 3 Rent Expenses 841
Office Supplies Expenses 849 25 Office Supplies Expenses 849 30 Office Supplies Expenses 849
Subsidy to Regional Offices/Staff Bureaus 538 1,383 Subsidy to Operating Units 539 592 Depreciation - Buildings 904
Depreciation - Buildings 904 10 Depreciation - Buildings 904 30 Depreciation - Office Equipment 922
Depreciation - Office Equipment 922 5 Depreciation - Office Equipment 922 12

7. Income and Expense Summary Income and Expense Summary 533 288 Income and Expense Summary 533 732 Income and Expense Summary 533 584
Retained Operating Surplus 502 288 Retained Operating Surplus 502 732 Retained Operating Surplus 502

8. Retained Operating Surplus Retained Operating Surplus 502 288 Retained Operating Surplus 502 732 Retained Operating Surplus 502 584
Government Equity 501 288 Government Equity 501 732 Government Equity 501

134
Annex B

ITS
Credit

150

600

135
Annex B

ITS
Credit

13
5
2
1
109

109

109

13

13

13

136
Annex B

ITS
Credit

12

5
2

20

120

126
14

137
Annex B

ITS
Credit

75

225
75

195
30

200

180
20

500

64

14

25
12

138
Annex B

ITS
Credit

32

785

116
8
4
7
8
5
2
14
25
12

584

584

139
Annex C
Illustrative Accounting Entries - Typical Transactions of Agencies with Collections/Income
to be recorded in the National Government (NG) Books
Agency - National Government Books
Transactions Account
Account Title Debit Credit
Code

Beginning Balances: Cash - Collecting Officers 106 1,000


Accounts Receivables 121 5,000
Due to National Treasury 433 6,000
Income from Govt. Services 6,000
6,000 6,000

A. Prior Year's Income


1. Deposit of prior year's collections Due to National Treasury 433 1,000
Income from Govt. Services 1,000
Cash Collecting Officers 106 1,000

2. Collection of prior years' receivables Cash - Collecting Officers 106 1,500


Accounts Receivables 121 1,500

3. Deposit of collections of prior years' Due to National Treasury 433 1,500


receivables Cash Collecting Officers 106 1,500

B. Current Year's Income


4. Billing of operating and service Accounts Receivables 121 3,000
income Due to National Treasury 433 3,000
Income from Govt. Services 3,000

5. Collection of billed operating and Cash - Collecting Officers 106 2,500


service income Accounts Receivables 121 2,500

6. Collection of taxes Cash - Collecting Officers 106 2,200


Due to National Treasury 433 2,200
Source Amount Income Tax -Individuals 400
Income Tax-Individuals 400 Income Tax -Partnerships 300
Income Tax -Partnerships 300 Income Taxes -Corporations 1,200
Income Tax -Corporations 1,200 Capital Gross Tax 100
Property Transfer Tax 100 Value Added Tax 150
Value Added Tax 150 Fines and Penalties 50
Fines and Penalties 50
Total 2,200

7. Collection of rentals Cash - Collecting Officers 106 300


Due to National Treasury 433 300
Rent Income 300

Note: Subsidiary Ledger (SL) accounts shall be provided for "Due to National Treasury" account. The
code of the income accounts under the Chart of Accounts shall be used as SL accounts and shall be
indicated in the List of Collections which shall be submitted to the BTr.

135
Annex C
Illustrative Accounting Entries - Typical Transactions of Agencies with Collections/Income
to be recorded in the National Government (NG) Books
Agency - National Government Books
Transactions Account
Account Title Debit Credit
Code
8. Deposit of income/collections
to BTr thru AGDB
a. Taxes Due to National Treasury 433 2,200
Income Tax -Individuals 400
Income Tax -Partnerships 300
Income Taxes -Corporations 1,200
Capital Gross Tax 100
Value Added Tax 150
Fines and Penalties 50
Cash - Collecting Officers 106 2,200

b. Rent Income Due to National Treasury 433 300


Rent Income 300
Cash - Collecting Officers 106 300

C. Accounting for Collection of


Out-of-Town Checks with Bank
Charges - Income from Government
Services - P2,000

9. Collection upon issuance of OR Cash - Collecting Officers 106 2,000


Due to National Treasury 433 2,000
Income from Govt. Services 2,000

10. Remittance/Deposit to BTr Due to National Treasury 433 2,000


thru AGDB Income from Govt. Services 2,000 2,000
Cash - Collecting Officers 106
Note: BTr will record cash (at net amount),
bank charges and income (at gross).

D. Accounting for Foreign Exchange Loss

11. Collection of Income from Cash - Collecting Officers 106 500


Govt. Services - $100 @ P50 Due to National Treasury 433 500
Income from Govt. Services 500

12. Remittance/Deposit to BTr Due to National Treasury 433 500


thru AGDB Income from Govt. Services 500 500
Cash - Collecting Officers 106

Note:There will be no bank charges and and foreign


exchange loss to be ecorded in the agency's
NG books.

Note: Subsidiary Ledger (SL) accounts shall be provided for "Due to National Treasury" account. The
code of the income accounts under the Chart of Accounts shall be used as SL accounts and shall be
indicated in the List of Collections which shall be submitted to the BTr.

136

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