HOW I DO VOUCHER ENTRY IN ACCOUNT BOOK

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umesh kumar (Querist)
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26 March 2023 HELLO SIR/MADAM

MY FIRM IS PARTNERSHIP FIRM AND FOUR PARTNER IN THE FIRM ENCLUDING ME. SIR/MADAM FEW DAYS BACK I BOUGHT A NEW CAR AND FOR THIS SOME PAYMENT I PAID FROM FIRM ACCOUNT THROUGH CHEQUE AND SOME PAYMENT I PAID THROUGH CASH AND BALANCE PAYMENT I PAID THROUGH FINANCE WHICH I BORROWED FROM BANK WITH MY PERSONAL NAME BUT THE LOAN EMI IS DEDUCTING FROM MY FIRM ACCOUNT. PLEASE TELL ME HOW WE DO MAKE ENTERY IN OUR FIRM ACCOUNTS BOOK ?

Aashok Kumar Sharma

Aashok Kumar Sharma (Expert)
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09 July 2024 Handling the accounting entries for the purchase of a car in a partnership firm where the payments are made through various means requires careful attention to detail. Here’s how you can record the transactions in the firm’s books:

### 1. **Initial Payment from Firm Account:**

When the payment is made from the firm’s account, it should be recorded as an asset in the firm’s books.

**Entry:**
```plaintext
Vehicle Account Dr. (Total cost of the car)
To Bank Account (Payment made through cheque)
To Cash Account (Payment made in cash)
To Partner’s Capital Account (Payment made by the partner's personal loan)
```

### 2. **Recording the Loan EMI Deduction from Firm Account:**

Since the loan is taken in your personal name but the EMI is being paid from the firm’s account, this should be treated as drawings or a personal expense borne by the firm on your behalf. This amount will reduce your capital in the firm.

**Monthly EMI Payment Entry:**
```plaintext
Partner’s Drawings Account (Your name) Dr. (EMI amount)
To Bank Account (EMI amount)
```

### Detailed Step-by-Step Entries:

1. **Total Cost of Car:**
- Suppose the car costs ₹10,00,000.
- Payment breakdown: ₹3,00,000 by firm’s cheque, ₹2,00,000 in cash, and ₹5,00,000 financed by personal loan.

**Entry for Initial Purchase:**
```plaintext
Vehicle Account Dr. ₹10,00,000
To Bank Account ₹3,00,000
To Cash Account ₹2,00,000
To Partner’s Capital Account ₹5,00,000
```

2. **Monthly EMI Payment:**
- Assume EMI is ₹50,000 per month.

**Monthly EMI Payment Entry:**
```plaintext
Partner’s Drawings Account (Your name) Dr. ₹50,000
To Bank Account ₹50,000
```

### Adjustments at Year-End:

At the end of the financial year, ensure that the partner’s capital account reflects the total amount paid by the firm for the EMI payments.

**Year-End Adjustment Entry:**
```plaintext
Partner’s Capital Account (Your name) Dr. (Total EMI paid)
To Partner’s Drawings Account (Total EMI paid)
```

### Important Notes:

1. **Depreciation**: The vehicle should be depreciated annually as per the rates prescribed under the Income Tax Act or the Companies Act, as applicable.
2. **Loan Repayment**: Since the loan is in your personal name, technically the firm should not bear this expense. It's advisable to consult with your partners and possibly your accountant to see if it’s more appropriate to transfer the EMI payments back to your personal account.
3. **Proper Documentation**: Keep all the documentation related to the purchase, loan, and EMI payments for audit and verification purposes.
4. **Interest on Partner's Capital**: If the firm pays for the vehicle that is in a partner's name, interest on capital or adjustments can be made to balance the benefits among partners.

By following these entries, you can maintain proper records and ensure transparency in the firm's accounting practices. It's also recommended to consult with a professional accountant to align these entries with your specific firm's accounting policies and practices.

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