VPRS 10971 Accounting Records

Full description

This series consists of the accounting records created by the Accounts Branch of the Premiers Department (VA 2717) during the period ?1925 to ?1981. This series is a collection of records which together document the financial transactions of the Department.

The records transferred in the P1 consignment represent a part of the accounting system that was maintained by the Department of the Premier from ??1925 to ?1981. Other records that form a part of the accounting system were not located at the time of transfer of the P1 consignment and may not be extant.

The records in the P1 consignment include :
Expenditure Accounts Ledgers (1925 to 1981)
Subsidiary Ledgers (1949 to 1972)
Advance Account Cash Books (1949 to 1968)
Balance Sheet (1940 to 1953)

When an account claim was received in the Department by which the expenditure was incurred, it was entered in a Register of Accounts, in which the number and other details of the account were recorded. After being examined, checked, and certified to, it was then entered in the Departmental Appropriation or Expenditure Ledger under its particular division, subdivision, and item number, and passed on to the Treasury for payment.

Subsidiary ledgers were maintained either to facilitate a division of responsibilities within a large account, or to provide a separate record of a particular account.

Financial Statements include, State of Operations, Balance Sheet, Profit and Loss Statement

Many accounts are paid by individual Departments from Advance Accounts, in which case instead of forwarding the individual claims to the Treasurer, the paid accounts after being entered in cash books or on cash sheets were made up into reimbursements, classified, and forwarded to the Treasury for a recoup to be made to the Department of the total paid out of the advance.

The Expenditure Accounts Ledger comprises all accounts necessary for the compilation of the finance statements required by the agency. The ledgers record the expenses incurred under specific headings of expenditure, eg under the heading salaries, contingencies, and repairs of cars, Royal Visit, Flood Relief, etc.

The Advance Account Cash Books record the payments made from the Departmental Advance Account.