1. BOOK KEEPING & ACCOUNTANCY
CHAPTER NO. 3
SOURCE DOCUMENTS REQUIRED FOR ACCOUNTING
8/26/2013
AJAY JANARDAN GURSALE. M.Com. B.Ed.
MAHARASHTRA STATE BOARD OF SECONDARY &
HIGHER SECONDARY EDUCATION, PUNE – 411004.

2. VOUCHER
Meaning : Voucher is documentary evidence in support of business transaction.
Voucher is prepared when a transaction takes place. The vouchers may
vary for different transactions like cash expenses, purchases or sales etc. For
exa. 1.Cash vouchers 2. Petty Cash Vouchers 3.Bank Vouchers 4. Purchase
Vouchers 5. Sales Vouchers etc.
Internal Voucher :
1. When the business is very big and spread over a number of branches a
voucher is prepared for the transfer of cash or goods from one branch to
another branch or head office to branch or vice versa it is called internal
voucher.
2. In another situation when things are purchased from hawkers, grocers or
while travelling by auto, taxi, we can not get receipt as proof for such
transaction, it is necessary to create documentary record by preparing a
voucher in the organisation, it is also known as internal voucher.
External Voucher :
An external voucher is a document received from an outside agency
regarding the business tansaction. For exa. Cash memo received from the seller
for the purchase of stationary of goods, receipt of electricity bill paid etc.
Importance of Voucher :
1. A voucher is documentary evidence of the transaction.
2. Used to ascertainment of profit in tax matter like income tax, sales tax.
3. Help the auditor to perform his duties efficiently & independently.
4. A voucher confirms the date, amount and concerned party of
transaction.
5. A voucher describes the nature of transactions.

4. 1.CASH VOUCHER
Meaning :
For the amount spent in cash, one should prepare a cash
voucher.
Voucher supports the entry for cash payment in the cash
book.
Contents of Cash Voucher
1.Name & address of the business organisation.
2.Voucher Number.
3.Date of Voucher.
4.Name of the Payee.
5.Details of Payment (i.e. Payment on which a/c)
6.A/c head this indicates the group of expenditure.
7.Amount in Figures & Words.
8.Signature of the person preparing the voucher.
9.Signature of the payee.
10.
Signature of the person authorizing the payment.

5. CASH VOUCHER
Shriram Trading Co.
9, Sudama Towers, Rajaji Path,
Kalyan.
Voucher No.______
Date : ____________
Pay to______________________________________________________________
On account of _______________________________________________________
Debit Account________________________________________________________
Total Rupees (In Words)___________________________________________only.
Amount Rs.
Prepared by__________
Passed by_________
Receiver’s Sign.________

6. 2.PETTY CASH VOUCHER
Meaning :
A small amount of expenditure which is issued by the petty cashier and
must get documentary proof in support of the expenditure, it is called as
Petty Cash voucher.
Basically it is as good as cash voucher because other than the amount and
frequency of transaction the expenditure is similar to that of the cash
transaction.
Contents of Petty Cash Voucher
1. Name & Address of the business organisation.
2. Voucher Number.
3. Date of Voucher.
4. Name of the Payee.
5. Details of payment.
6. Account Head.
7. Amount in Words & Figures.
8. Signature of the person preparing the voucher.
9. Signature of the Payee.
Generally for petty expenses the petty cashier himself is
authorized to sanction the payment, there is no need of any other
sanctioning authority.

7. PETTY CASH VOUCHER
SHRUTI TRADERS.
6, A.R.STREET, DADAR.
MUMBAI – 400 016.
Voucher No.______
Date : ____________
Pay to______________________________________________________________
On account of _______________________________________________________
Debit Account________________________________________________________
Total Rupees (In Words)___________________________________________only.
Amount Rs.
Petty Cashier’s sign __________
Receiver’s Sign.________

8. 3.CASH MEMO
Meaning :
The seller issues the cash memo, when goods are sold for cash.
• It is reliable record of cash basis.
• On the basis of cash memos, cash sales are recorded in the Cash
Book.
• As the cash memos are generally numbered even if one cash
memo is missed, fraud can be found out immediately.
Contents of Cash Memo.
1.Name & address of the seller.
2.Cash memo/ Invoice No.(Printed)
3. Date of Invoice.
4. Name & Address of the Purchaser / Customer.
5. Details of the goods supplied (Description, Quantity, Rate)
6. Amount of each item in description.
7. Other charges – Sales Tax/ VAT / Excise Tax (Applicable)
8. Details of MVAT No. Declaration under MVAT Act,2002.
9. Signature of the seller / Proprietor.

9. CASH MEMO
IdEAl BOOK dEPOT
472, Mahatma Gandhi Road, Thane - 422 202.
All Subjects text books & self study material available.
INVOICE No.________
Stationary & Zerox paper available.
Date : _____________
Name of the Customer : ________________________________
Address : ________________________________
Sr.
No
Particulars
1
2
3
4
5
6
7
Qty
Rate
Amount
Rs.
Ps.
-
VAT (Incl.)
- Disc.
Total Rs.
Amount in words Rupees ______________________________________only.
Reg.No.Under MVAT Act, 2002.
MVAT No.-12354/MH/2012.
Reg.No.Under CST Act, 1956.
CST No.- 2354/CST/2013
XXX
Subject to realization of cheque.
E.&O.E.
Proprietor’s Signature
Ideal Book Depot.

10. 4.CREDIT MEMO
MEANING :
When the goods are sold on credit, the supplier issues a credit
memo. It is also called as bill or invoice.
Importance :
• It is a statement sent by a seller to buyer whose signature is obtained on
the carbon copies.
• On the basis of credit memo, credit sales are recorded in Sales Book by
the seller.
• It is only proof of verification of credit sale of the organisation.
Contents of Credit Memo.
1.Name & address of the seller.
2.Credit memo/ Invoice No.(Printed)
3. Date of Invoice.
4. Name & Address of the Purchaser / Customer.
5. Details of the goods supplied (Description, Quantity, Rate)
6.Delivery Challan no. 7. Terms of payment.
8. Amount of each item in description.
9. Other charges – Sales Tax/ VAT / Excise Tax (Applicable)
10. Details of MVAT No. Declaration under MVAT Act,2002.
11.Receiver’s signature.
11. Signature of the seller / Proprietor.

11. Credit MeMo
ideal BooK dePot
472, Mahatma Gandhi Road, Thane - 422 202.
Credit Memo No.________
All Subjects text books & self study material available.
Date : _____________
Stationary & Zerox paper available.
Name of the Customer : ________________________________
Address : ________________________________
Sr.
No
Particulars
Qty
1
2
3
4
5
6
7
Rate
Amount
Rs.
Ps.
-
VAT (Incl.)
- Disc.
Total Rs.
Amount in words Rupees ______________________________________only.
Reg.No.Under MVAT Act, 2002.
MVAT No.-12354/MH/2012.
Reg.No.Under CST Act, 1956.
CST No.- 2354/CST/2013
XXX
Receiver’s Signature
XXX
Subject to realization of cheque.
E.&O.E.
Proprietor’s Signature
Ideal Book Depot.

12. 5.RECEIPT
MEANING :
Receipt is a document which is issued at the time of receiving
cash from any person in the business.
The receipts are required to be issued not only for the payments
collected from debtors but also for other amounts received like
deposits, loans, advances from customers, fees, donations.
Importance :
• It is a proof for the payee that he has made the payment of the
amount specified therein to receiver who has issued the receipt.
• Receipts are the basis of recording the entries to the Debit side
of the Cash Book.
Contents of Receipt
1. Name & Address of the Payee (receiver of payment)
2. Receipt No.
3. Date of the Receipt.
4. Name & address from whom amount is received.
5. Reason for payment received.
6. Amount in Words & Figures.
7. Mode of payment Whether Cash / Cheque. No. ,Date.
8. Signature of the receiver of cash/ cheque.

13. RECEIPT
MAYUR TRADING CO.
102, Ravivar Peth, Nagpur.
Receipt No. : _________
Date :_________
Received with thanks from M/s. Mr./ Mrs._______________________________________
A sum of Rupees _________________________________________________________only.
Against Bill No._______________ dated _____________ by Cash/ ChequeNo.____________
Dated ______________ Drawn on ___________________Bank.
Rupees
XXX
Subject to the realisation of cheque.
Receiver’s Signature.

14. 6.DEBIT NOTE
Meaning :
Debit note is prepared for debiting the account of the counter part
with the amount and for the reason specified therein.
This is issued when i) Less debit was formerly given.
ii) Additional debit is now to be given.
iii) To cancel the wrong credit or extra credit given.
Importance of Debit Note :
1. On the basis of debit notes, journal entries can be passed in the
journal proper.
2. When the goods are return to the seller or when the price in the
outward invoice is over charged, the buyer sends a debit note
to the seller.
3. On the basis of credit note the seller records the ‘Sales Return
Book’.
Contents of deBit note –
1.Name & address of organization. 2. Debit note No. 3. Date
4. Name of debit a/c. 5.Amount in words & in figures.
6. Reason for debit. 7. Signature of authority.

15. DEBIT NOTE
MANISH TRADING CO.
11, MIDC – KUDAL , SINDHUDURG.
Debit Note No.______
Date : ____________
To,
_______________________________
_______________________________
Your account has been debited in our books by Rupees _______________________
On account of ____________________________________________________________
________________________________________________________________________
Total Rupees_________ /Please acknowledge.
Prepared by____________
Checked by _________

16. 6.CREDIT NOTE
Meaning :
A credit note is a document prepared for crediting the account of
the counterpart. The amount and the reason are specified in the
credit note.
This is issued when i)Crediting the account of counterpart.
ii) Cancelling the extra debit or wrong debit.
iii) Less credit already given.
Importance of Debit Note :
4. On the basis of debit notes, journal entries can be passed in the
journal proper.
5. When the goods are return to the seller or when the price in the
outward invoice is over charged, the buyer sends a debit note
to the seller.
6. On the basis of credit note the seller records the ‘Sales Return
Book’.
Contents of Debit note –
1.Name & address of organization. 2. Debit note No. 3. Date
4. Name of debit a/c. 5.Amount in words & in figures.

17. 6. Reason for debit. 7. Signature of authority.