Ngas Volume 2

7/27/2019 Ngas Volume 2

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Manual on the

NEW GOVERNMENT ACCOUNTING SYSTEM

for

Local Government UnitsTABLE OF CONTENTS

Volume IIThe Accounting Books, Records, Forms and Reports

Chapter 1. The Books of Accounts, Registries andCash Records

Sec. 01. Books of Accounts 1

Sec. 02. Books of Original Entry 1Sec. 03. General Journal 1

Sec. 04. Special Journals 1

Sec. 05. Cash Receipts Journal 2Sec. 06. Check Disbursements Journal 2

Sec. 07. Cash Disbursements Journal 2

Sec. 08. Books of Final Entry 2Sec. 09. General Ledger 2

Sec. 10. Subsidiary Ledger 2Sec. 11. Supplies Ledger Card 3

Sec. 12. Work, Other Animals and Breeding Stocks

Ledger Card 3Sec. 13. Property, Plant and Equipment Ledger Card 3

Sec. 14. Investment Ledger Card 3Sec. 15. Real Property Ledger Card 3

Chapter 2. Accounting Forms and ReportsSec. 29. Accounting Forms and Reports 8

Sec. 30. Allotment and Obligation Slip 8Sec. 31. Journal Entry Voucher 8

Sec. 32. Disbursement Voucher 8

Sec. 33. Petty Cash Voucher 8Sec. 34. General Payroll 8

Sec. 35. Daily Wage Payroll 8Sec. 36. Index of Payment 9

Sec. 37. Purchase Order 9Sec. 38. Purchase Request 9Sec. 39. Acceptance and Inspection Report 9

Sec. 40. Supplies Availability Inquiry 9

Sec. 41. Requisition and Issue Slip 9Sec. 42. Acknowledgment Receipt for Equipment 9

Sec. 43. Summary of Supplies and Materials Issued 9

Sec. 44. Stock Card 9Sec. 45. Property Card 10

Sec. 46. Work, Other Animals and Breeding StocksProperty Card 10

Sec. 47. Check Register 10

Sec. 48. Accountants Advice of Local CheckDisbursements 10

Sec. 49. Report of Collections and Deposits 10Sec. 50. Report of Accountability for Accountable

Forms 11

Sec. 51. Consolidated Report of Accountability for

Accountable Forms 11Sec. 52. Abstract of Real Property Tax Collections 12

Sec. 53. Liquidation Report 12Sec. 54. Report of Disbursements 12

Sec. 55. Report of Checks Issued 12

Sec. 56. Report on the Physical Count of Inventories 12Sec. 57. Report on the Physical Count of Property,

Plant and Equipment 12Sec. 58. Waste Materials Report 12

Sec. 59. Inventory and Inspection Report forUnserviceable Property 13

Annex No. Page1 General Journal (GJ) 16-17

2 Cash Receipts Journal (CRJ) 18-19

3 Check Disbursement Journal (CKDJ) 20-214 Cash Disbursement Journal (CDJ) 22-23

5 General Ledger (GL) 24-256 Subsidiary Ledger (SL) 26-27

7 Supplies Ledger Card (SLC) 28-29

8 Work, Other Animals and Breeding StocksLedger Card (WOABSLC) 30-31

9 Property, Plant and Equipment Ledger Card(PPELC) 32-33

10 Investment Ledger Card (ILC) 34-35

11 Real Property Ledger Card (RPLC) 36-3712 Construction in Progress Ledger Card (CIPLC) 38-39

13 Registry of Appropriations, Allotments and


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Obligations - Capital Outlay (RAAOCO) 40-4114 Registry of Appropriations, Allotments and

Obligations - Maintenance and Other

Operating Expenses (RAAOMO) 42-4315 Registry of Appropriations, Allotments and

Obligations - Personal Services (RAAOPS) 44-4516 Registry of Appropriations, Allotments and

Obligations - Financial Expenses

(RAAOFE) 46-4717 Registry of Public Infrastructures (RPI) 48-49

18 Registry of Reforestation Project (RRP) 50-5119 CashbookCash in Treasury (CB-CT) 52-53

20 CashbookCash in Bank (CB-CB) 54-55

21 CashbookCash Advances (CB-CA) 56-57

22 Allotment and Obligation Slip (ALOBS) 58-5923 Journal Entry Voucher (JEV) 60-61

24 Disbursement Voucher (DV) 62-6325 Petty Cash Voucher (PCV) 64-65

26 General Payroll (GP) 66-67

27 Daily Wage Payroll (DWP) 68-6928 Index of Payment (IP) 70-71

29 Purchase Order (PO) 72-7330 Purchase Request (PR) 74-75

31 Acceptance and Inspection Report (AIR) 76-7732 Supplies Availability Inquiry (SAI) 78-79

33 Requisition and Issue Slip (RIS) 80-81

34 Acknowledgment Receipt for Equipment (ARE) 82-8335 Summary of Supplies and Materials Issued

(SSMI) 84-85

36 Stock Card (SC) 86-8737 Property Card (PC) 88-89

38 Work, Other Animals and Breeding StocksProperty Card (WOABSPC) 90-91

39 Check Register (CR) 92-93

40 Accountants Advice of Local CheckDisbursements 94-95

41 Report of Collections and Deposits (RCD) 96-9842 Report of Accountability for Accountable

Forms (RAAF) 99-100

43 Consolidated Report of Accountability forAccountable Forms (CRAAF) 101-102

44 Abstract of Real Property Tax Collections 103

45 Liquidation Report (LR) 104-10546 Report of Disbursement (RD) 106-107

47 Report of Checks Issued (RCI) 108-109

48 Report on the Physical Count of Inventories(RPCI) 110-111

49 Report on the Physical Count of Property,Plant and Equipment (RPCPPE) 112-113

50 Waste Materials Report (WMR) 114-115

51 Inventory and Inspection Report ofUnserviceable Property (IIRUP) 116-117

Chapter 1. THE BOOKS OF ACCOUNTS, REGIST

AND CASH RECORDSSec. 01. Books of Accounts.The books of accounts used by the

shall consist of the following:1. records for recording transactions in chronological ord

journals or books of original entry; and2. records for classifying and summarizing the effects of t

individual accounts, known as ledgers or books of final en

Sec. 02. Books of Original Entry.Books of original entry or

to record in time sequence, financial transactions and information presenteapproved accounting documents.

The books of original entry shall consist of the following journals:1. General Journal2. Special Journals

a. Cash Receipts Journalb. Check Disbursements Journal

c. Cash Disbursements Journal

The basis of recording in the journals shall be the Journal Entry Vo

Sec. 03. General Journal. This journal (Annex 1) shall transactions which can not be entered in the special journals. It provides co

JEV number, particulars which give explanation for the transactions reco

used, posting reference and the debit and credit amount.

Sec. 04. Special Journals. The special journals are specificatransactions which are repetitive in nature. Special columns are provided

and postings in the general ledger.

Sec. 05. Cash Receipts Journal (CRJ).This journal (Annex 2

collections and deposits reported during the month. It provides colum


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number, JEV number, name of collecting officer, collections (debit and credit), deposits (debitand credit) and sundry columns in the collections and deposits columns (debit and credit).

Sec. 06. Check Disbursements Journal (CkDJ).This journal (Annex 3) is used torecord check payments made by the treasurer/cashier. It provides columns for the date, RCI

number, JEV number, payee, debit and credit columns for appropriate disbursements accountsand sundry columns (debit and credit).

Sec. 07. Cash Disbursements Journal (CDJ). This journal (Annex 4) is used to recordall payments in cash by disbursing officers out of their cash advances. It provides columns for

the date, reference/RD number, JEV number, accountable officer, debit and credit columns for

appropriate disbursements accounts and sundry columns (debit and credit).

Sec. 08. Books of Final Entry.The books of final entry are the General Ledger and

Subsidiary Ledgers.

Sec. 09. General Ledger (GL).The General Ledger(Annex 5) is a book of final entrycontaining accounts arranged in the same sequence as the chart of accounts. Totals of columns in

the special journals and the individual entries in the General Journal are directly posted in this

book. At the end of each month, the accounts are footed and at the end of the year, these aretotaled, ruled and closed and the balance extracted to serve as the opening balance of the new

fiscal year.

Sec. 10. Subsidiary Ledger (SL).The Subsidiary Ledger(Annex 6) is a book of finalentry containing the details or breakdown of the balances of the controlling account appearing in

the General ledger. Postings to the subsidiary ledgers generally come from the source documents.

Examples of general ledger accounts which has subsidiary ledgers are Cash DisbursingOfficers, Cash in Bank Local Currency Current Accounts, Accounts Receivable, Accounts

Payable, Special Accounts in the General Fund, etc. The totals of the subsidiary ledger balances

shall be reconciled to their respective control account at the end of every month.

Sec. 11. Supplies Ledger Card (SLC). The Supplies Ledger Card (Annex 7) is asubsidiary ledger to be maintained by the accounting office for each type of supplies, crops and

other inventory items, to record acquisition, issuance and disposal. The SLC shall be the basis in

filling up the Supplies Availability Inquiry (SAI).

Sec. 12. Work, Other Animals and Breeding Stocks Ledger Card.The Work, OtherAnimals and Breeding Stocks Ledger Card (Annex 8) is a subsidiary ledger to be kept for each

large cattle which includes cows, horses, mules, asses, carabaos and other members of the bovine

family, acquired by purchase or raised which attained the age of one year.Small animals like pigs, goats, etc. shall also be singly recorded in this form and taken-up

as inventory upon reaching marketable age or are ready for use.

Sec. 13. Property, Plant and Equipment Ledger Card (PPELCand Equipment Ledger Card (Annex 9) is a subsidiary ledger to be kept for

plant and equipment which shall record the acquisition, description, custoof depreciation, disposal and other information about the property, plant an

the source documents of the transactions.

Sec. 14. Investment Ledger Card (ILC).The Investment Ledg

subsidiary ledger to be kept for each type of investment which shall recordacquired, acquisition cost and other relevant information.

Sec. 15. Real Property Ledger Card (RPLC). The Real (Annex 11) is a subsidiary ledger card to be kept for each real property (l

property description, location, acquisition cost, additions, and disposition.

Sec. 16. Construction in Progress Ledger Card (CIPLC).Progress Ledger Card (Annex 12) is a subsidiary ledger card to be kept fprogress which records the amount paid per billing of the contractor in c

straight contract and the amount paid for materials, labor and overhead in c

administration.

Sec. 17. Registries. Registries are accounting records which

monitor accounts/assets not recorded in the books of accounts.

Sec. 18. Registry of Appropriations, Allotments and ObligatRegistry of Appropriations, Allotments and Obligations is prepared per fun

allotment class, current/continuing appropriations and fund. This record

the accounting office to monitor appropriations, allotments received and tagainst said allotments. The balance is extracted every time an entr

incurrence of obligations in excess of allotments received or approved appr

The RAAOs are as follows:

Registry of Appropriations, Allotments and ObligationsCapit Registry of Appropriations, Allotments and Obligations M

Operating Expenses (RAAOMO);

Registry of Appropriations, Allotments and Obligations(RAAOPS); and

Registry of Appropriations, Allotments and Obligations (RAAOFE).

Sec. 19. Registry of Appropriations, Allotments and Obligati

(RAAOCO).

The Registry of Appropriations, Allotments and Obliga(Annex 13)shall be used to record appropriations, allotments received anfor capital outlay.


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Sec. 20. Registry of Appropriations, Allotments and ObligationsMaintenance andOther Operating Expenses (RAAOMO). The Registry of Appropriations, Allotments and

Obligations Maintenance and Other Operating Expenses (Annex 14) shall be used to record

appropriations, allotments received and obligations incurred for purchase of inventories andexpenses classified under Maintenance and Other Operating Expenses in the Chart of Accounts.

Sec. 21. Registry of Appropriations, Allotments and Obligations Personal Services(RAAOPS).The Registry of Appropriations, Allotments and Obligations Personal Services

(Annex 15) shall be used to record appropriations, allotments received and obligations incurred

for expenses classified under Personal Services in the Chart of Accounts.

Sec. 22. Registry of Appropriations, Allotments and Obligations FinancialExpenses (RAAOFE).The Registry of Appropriations, Allotments and ObligationsFinancial

Expenses (Annex 16) shall be used to record appropriations, allotments received and obligationsincurred for expenses classified under Financial Expenses in the Chart of Accounts.

Sec. 23. Registry of Public Infrastructures (RPI). The Registry of PublicInfrastructures (Annex 17) shall be used to record completed infrastructures for use of the general

public. A separate Registry shall be maintained for each class of property or asset, as follows:

Plazas, Parks and Monuments Roads Highways and Bridges Harbors, Seawalls, River Wall and Others Runways Railways Waterways, Aqueduct, etc. Irrigation canals and laterals Reforestation Projects Other Public Infrastructures.Sec. 24. Registry of Reforestation Project (RRP).The Registry of Reforestation

Project (Annex 18) shall be used to record expenses incurred on reforestation projects.

Sec. 25. Cash Records.Cash Records shall be used to record collections, deposits,

withdrawals and disbursements of cash. It shall be maintained by the Accountable Officers.

Sec. 26. CashbookCash in Treasury.Cashbook for Cash in Treasury (Annex 19)shall be used to record collections (Debit column) and deposits to the bank (Credit column) based

on the RCD. The cashbook shall be maintained by the Treasurer by fund and shall be updated andbalanced daily. The Accountable Officer shall, at the end of the month or when required to do so

by proper competent authority, rule and foot the cashbook. He shall likewise accomplish the

following certification in the cashbook:

I HEREBY CERTIFY that the foregoing is a correct and complete record ofthe cash transactions had by me in my capacity as Treasurer/Cashier of

___________ during the period from ____________, 20___ to ___________, 20__,

inclusive, as indicated in the corresponding columns.

Signature Over Printed Name

________________, 20___

Deposits shall also be recorded in the debit column of the Cashboo

Sec. 27. CashbookCash in Bank.Cashbook for Cash in Ba

used to record deposits of collections (Debit column) and withdrawal

issuance of checks (Credit column). The cashbook shall be maintained byfund and shall be updated and balanced daily. The Accountable Officer

month or when required to do so by proper competent authority, rule and

shall likewise accomplish the following certification in the cashbook:

I HEREBY CERTIFY that the foregoing is a correct and c

the cash transactions had by me in my capacity as Trea___________ during the period from ____________, 20___ to __

inclusive, as indicated in the corresponding columns.


________________, 20___

Sec. 28. Cashbook Cash Advances. The accountable o

cashbook for cash advances (Annex 21) to record the cash advances receivpayments, refunds and adjustments (Credit column) and the balance (

Accountable Officer shall, at the end of the month or when required to do authority, rule and foot the cashbook. He shall likewise accomplish the fo

the cashbook:

I HEREBY CERTIFY that the foregoing is a correct and c

the cash transactions had by me in my capacity as Disbu

___________ during the period from ____________, 20___ to __inclusive, as indicated in the corresponding columns.


________________, 20___

Chapter 2. ACCOUNTING FORMS AND REPORSec. 29. Accounting Forms and Reports. The Accountin

constitute the means by which financial transactions and information are re

the journals.

Sec. 30. Allotment and Obligation Slip (ALOBS). The All

Slip (Annex 22) shall be used to record allotments received and to request


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against the allotments. It shall be prepared before processing the claim to ensure that funds areavailable for the purpose.

Sec. 31. Journal Entry Voucher (JEV).The Journal Entry Voucher(Annex 23)shallbe used for all transactions of the government, whether cash receipts, cash/check disbursementsor non-cash transactions. It shall be prepared by the Accounting Unit based on transaction

documents presented. Accounting journal entries shall be reflected therein and it shall serve asthe basis for recording the transactions in the appropriate journals.

Sec. 32. Disbursement Voucher (DV).The Disbursement Voucher (Annex 24)shallbe used by local government agencies for all money claims. The number shall be indicated on the

DV and on every supporting document of the claim. The supporting documents shall be listed on

the face of the voucher and in case more space is needed, the back of the DV shall be used.

Sec. 33. Petty Cash Voucher (PCV).The Petty Cash Voucher (Annex 25) shall be

used for disbursements out of the Petty Cash Funds.

Sec. 34. General Payroll (GP).The General Payroll (Annex 26) shall be used for the

payment of salaries, wages, overtime pay, honoraria and other emoluments of governmentofficers and employees.

Sec. 35. Daily Wage Payroll (DWP).The Daily Wage Payroll (Annex 27) shall be

used for claims of laborers/casual employees and other daily wage earners.

Sec. 36. Index of Payment (IP).The Index of Payment (Annex 28) shall be used to

record payments made to each employee, supplier, and other agency creditor.

Sec. 37. Purchase Order (PO). The Purchase Order (Annex 29) shall be used to

support purchase of equipment, supplies and materials, etc.

Sec. 38. Purchase Request (PR). The Purchase Request (Annex 30) shall be used to

request for the purchase of inventory/item not available on stock and it shall be the basis ofpreparing the Purchase Order.

Sec. 39. Acceptance and Inspection Report (AIR).The Acceptance and Inspection

Report (Annex 31) shall be used to acknowledge the receipt of supplies and equipment purchased

and inspection made thereof.

Sec. 40. Supplies Availability Inquiry (SAI). The Supplies Availability Inquiry

(Annex 32) shall be used to inquire the availability of supplies on stock from the Accounting Unit.

Sec. 41. Requisition and Issue Slip (RIS).The Requisition and Issue Slip (Annex 33)

shall be used to request supplies and materials that are carried in stock.

Sec. 42. Acknowledgement Receipt for Equipment (ARE).The AcknowledgementReceipt for Equipment (Annex 34) shall be used to report on the receipt of property and

equipment for official use from the Property Officer.

Sec. 43. Summary of Supplies and Materials Issued (SSMI). The Summary of

Supplies and Materials Issued (Annex 35) shall be prepared weekly by the Supply Officer and

shall be used by the Accounting Unit as a basis in preparing the JEV to record the supplies andmaterials issued.

Sec. 44. Stock Card (SC).The Stock Card (Annex 36) shalreceipts and issuances of supplies. It shall be maintained by the Supply

each item in stock.

Sec. 45. Property Card (PC).The Property Card (Annex 3Supply and Property Unit to record the acquisition, description, custod

information about the property, plant and equipment. It shall be kept for plant and equipment.

Sec. 46. Work, Other Animals and Breeding Stocks Property The Work, Other Animals and Breeding Stocks Property Card (Annex 38

Property Office to record details on the acquisition, birth of offspring an

other animals and breeding stocks.Sec. 47. Check Register.The Check Register(Annex 39)sha

checks issued and where claimants shall be required to acknowledge receip

Sec. 48. Accountants Advice of Local Check DisbursementAdvice of Local Check Disbursements (Annex 40) shall be prepared by th

each depository account, in four copies to be distributed as follows:Original Bank

Duplicate Accountant

Triplicate Treasurer Quadrup

Sec. 49. Report of Collections and Deposits (RCD).The ReDeposits (Annex 41) shall be prepared by the following:

1. Collectorsfor collections received and remittances made.2. Liquidating Officers for collections received from

remittances to the Treasurer/Cashier.3. Treasurer/Cashierfor collections received from liquidating

other sources and deposits to depository banks.

The RCD shall consist of four (4) sections, namely: Section A forfor Remittances/Deposits; Section C for the Report on the Accounta

Forms; and Section D for the Summary of Collections and Remittances/ DSection A is composed of two parts: Part 1 for collections made b

well as the type of accountable forms issued, serial numbers and amount o

2 for collections made by liquidating officers/treasurers from collectinpresents remittances of collecting/liquidating officers to treasurers and de

depository bank. Section C reports on the accountability for accountainclude the name of forms and number, beginning balance, received, issue

Section D contains the summary of collections and remittances/depos

collections as to cash and details of checks received.The accountable officer shall certify as to the correctness of the r

officer/treasurer shall verify the report and acknowledge receipt of collecti


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The report and all supporting documents shall be submitted to the Accountant for thepreparation of the JEV.

Sec. 50. Report of Accountability for Accountable Forms (RAAF).The Report ofAccountability for Accountable Forms (Annex 42) shall be used to report the quantity of

accountable forms received, issued or cancelled by the accountable officer as of the end of themonth.

Treasurers/Collectors/tellers and other accountable officers shall render this report ofaccountability for accountable forms at the end of the month for consolidation by the local

treasurer. Such report shall also be prepared in case of transfer of office or accountability by the

accountable officer.Sec. 51. Consolidated Report of Accountability for Accountable Forms (CRAAF).

The Consolidated Report of Accountability for Accountable Forms (Annex 43)shall be preparedby the Treasurer to consolidate the RAAF of accountable officers. The consolidated reportaccompanied by the individual reports shall be submitted to the unit auditor concerned for

verification not later than the fifth day of the ensuing month.

Sec. 52. Abstract of Real Property Tax Collections.The Abstract of Real Property

Tax Collections (Annex 44) shall be prepared by the accountant to facilitate the distribution of

real property tax collections. At the end of the month a copy of the abstract shall be submitted tothe Provincial Accountant for reconciliation.

Sec. 53. Liquidation Report (LR). The Liquidation Report (Annex 45) shall beprepared by the concerned employees/officers concerned to liquidate cash advances for travel or

for other purposes except those cash advances granted to Regular/Special Disbursing Officer.

Sec. 54. Report of Disbursements (RD).The Report of Disbursements (Annex 46)

shall be prepared by the Accountable/Disbursing Officers to support the liquidation of their cashadvances. The report shall be certified as to correctness by the Disbursing Officer and forwardedto the Accounting Unit for the preparation of the JEV.

Sec. 55. Report of Checks Issued (RCI). The Report of Checks Issued (Annex 47)

shall be prepared by the Cashier/Disbursing Officers daily to report checks issued during theperiod including cancelled ones.

Sec. 56. Report on the Physical Count of Inventories (RPCI).The Report on thePhysical Count of Inventories (Annex 48) shall be used to report the physical count of supplies by

type of inventory as of a given date. It shows the balance of inventory items per cards and per

count and shortage/overage, if any.

Sec. 57. Report on the Physical Count of Property, Plant and Equipment(RPCPPE). The Report on the Physical Count of Property, Plant and Equipment (Annex 49)shall be used to report the physical count of property, plant and equipment by type as of a given

date. It shows the balance of property and equipment per cards and per count and

shortage/overage, if any.

Sec. 58. Waste Materials Report (WMR).The Waste Matershall be used to report all waste materials such as destroyed spare par

considered scrap due to replacement.

Sec. 59. Inventory and Inspection Report for Unserviceable PrInventory and Inspection Report for Unserviceable Property (Annex 51) s

record dropping from the books the unserviceable properties carried in tEquipment and Inventory accounts.

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