Improvements in Invoice Books, Ledgers, Cash, and Day Books used in the Keeping of Accounts termed Book Keeping.
Year: 1891

page_text: Date of Application, 29th June, 1891
Complete Specification Left, 29th Mar., 1892-Accepted, 14th May, 1892
PROVISIONAL SPECIFICATION.
Improvements in Invoice Books, Ledgers, Cash, and Day Books used
in the Keeping of Accounts termed Book Keeping.
GEORGE RODENHURST STOKES, 67 Piccadilly, Hanley in the County of
Stafford, Managing Director, do hereby declare the nature of this invention to be
as follows:-
Book keeping or the keeping of accounts has heretofore been placed before the
student in book form only, and has thus been attended with very close study even
if successful, and in numerous cases being discontinued long before this success has
been attained.
I in my present invention place a system in such a form as to reduce this study
to a minimum. Having now given an outline of the object of my invention I now
proceed to explain the system.
In the case of the Invoice Book or book employed to enter in all purchases, I
have a special design of ruling consisting of a margin for title of month, date,
pounds, shillings and pence, ruled in columns and continued across the page so that
on a page eight inches wide each page as five margins or columns for each, any of
which columns may be used to record payments or purchases, as determined.
The system of my invention is the entering on each page, or on part only of the
pages, of each of the individual books, instructions as to entries to be made in
the individual account for which the page is allotted, or in some cases the instruc-
tions are gummed or otherwise secured in the individual book, and to explain
further, give illustrations of mode of procedure.
In the case of the Private Ledger an account is opened for sums of money
expended on "Wages," or "Postage and Carriage," or "Stock," or "Miscellaneous
Expenses," one page being allotted to each account, I print instructions at the
bottom of each page of entries to be made in the account such as "Enter in this
account Monthly Total of column 10 of Cash Book, and close the a/c every
year, entering Yearly Total on Dr. side of Profit and Loss Account, Ledger
page 9."
Instructions are thus given either on a loose slip or printed on each page, in all
the books employed, thus enabling a person to keep their accounts of receipts and
expenditure on a sound system.
June 27th 1891
GEO. R. STOKES,
67, Piccadilly, Hanley.
COMPLETE SPECIFICATION.
Improvements in Invoice Books, Ledgers, Cash, and Day Books used
in the Keeping of Accounts termed Book Keeping.
I GEORGE RODENHURST STOKES, 67 Piccadilly Hanley in the County of
Stafford Managing Director do hereby declare the nature of this invention and in
what manner the same is to be performed, to be particularly described and
ascertained in and by the following statement:-
My invention relates to improvements in invoice books, ledgers, cash and day
books and in the keeping of accounts termed book keeping.
Heretofore book keeping or the keeping of accounts was placed before the
student in book form only, and thus necessitated very close study while in
numerous cases this study had to be discontinued long before success had been
attained.

page_text: According to my invention I carry out a system in such a form as to reduce
this study to a minimum.
In the case of the Invoice Book or book employed to enter in all purchases I
have a special design of ruling consisting of a margin for title of month, date,
pounds shillings and pence, ruled in columns and continued across the page so that
on a page. eight inches wide each page has five margins or columns for each, any
of which columns may be used to record payments or purchases as determined.
The system of my invention is the entering on each page or on part only of the
pages of each of the individual books, instructions as to entries to be made in the
individual account for which the page is allotted or in some cases the instructions
are gummed or otherwise secured in the individual book and illustrations are given
as to the mode of procedure.
:
$
In the case of the Private Ledger an account is opened for sums of money
expended on
$5 Wagesor
Postage and Carriage" or "Stock" or Miscellaneous
Expenses one page being allotted to each account, I print instructions at the
bottom of each page of entries to be made in the account such as "Enter in this
account Monthly Total of column 10 of Cash Book and close the account every
year, entering Yearly Total on Dr. side of Profit and Loss Account Ledger,
page 9."
Instructions are thus given either on a loose slip or printed on each page in all
the books employed thus enabling a person to keep their accounts of receipts and
expenditure on a sound system.
In the accompanying drawings,
Figure 1 shows a portion of a double page of the Ledger,
Fig. 2 a portion of a double page of the Cash Book and
Fig. 3 a portion of a single page of the Invoice Book; all ruled in accordance with
my system of book keeping and shown by way of example.
Referring to Fig. 3 the page is divided in five double columns for dates and in
five sets of cash columns cach double date column being followed by one set of
cash columns. The instructions for keeping this book is as follows:
On each page should be entered the name of firm as shewn and columns can be
filled in the following proportion, 4 to goods purchased and one to payments or 3 to
the former and 2 to the latter. The total of purchases should be entered each
month to the ledger in "Goods Purchased account. If total of Dr. columns for
12 months exceeds total of Cr. column the balance to make equal is the amount
due to the individual firm. The total only of each invoice should be entered.
Fig. 2 shows the Cash Book with its various columns which should be entered as
follows:
Folio 1st. column-Day Book No. of page on which the account received is
2nd.
33
entered.
Ledger
. do.
do.
do.
do.
1. Enter all money withdrawn from bank including bank charges sum up
amount withdrawn from bank to be entered in the column for which payment
the amount has been withdrawn. Suppose £10 to be withdrawn for self,
this sum is entered in columns 1, 9 and 15; had the withdrawal been for
rent it would be entered in 1, 12 and 15.
2. Enter all money received from any source outside business such as
Dividends &c.
3. Enter all money received for goods entered against customers in Day
Book and Ledger.
4. Enter all money received for goods sold for cash payment being made at
the time of purchase.
is not
5. Enter all discounts allowed to customers on paying for goods entered in
Day Book and Ledger, if the money paid and entered in column
equal to amount of goods entered in Day Book or Ledger, the sum inaking
amounts equal is entered in column 5.
6. Total of columns 2, 3, 4 and 5.

page_text: 7. Enter all money paid into bank.
8.
9.
دو
value of goods taken from stock for private use at cost price.
all cash withdrawn for private use whether withdrawn from bank or
cash box.
10. Enter all money paid for carriage and postage.
11.
و"
all wages of non-producers on staff, such as clerks, errand boys &c.;
wages of producers such as tailors &c. or other person whose wages is charged
to customer is entered in column 13 as payment for goods.
12. Enter all money paid for rent, rates, taxes, repairs &c.
13. 22
"
"
goods bought and wages of producing staff.
14. all discounts obtained on payments of column 13.
"
15. Total of columns 9, 10, 11, 12, 13 and 14.
All columns should be totalled at end of each month and balance as follows:
If total of column 1 is below that of column 7, add sum required to make columns
qual to total of column 1 such sum being balance at bank.
But if total of column 7 exceeds that of column 1 add required difference to total
f column 7 the same being deficit at bank.
Deduct total of column 5 from that of column 6.
32
"
وو
14
32
"
وو
"
15.
If total of column 6"exceeds that of column 15, add to the latter balance at bank
f column 1 and amount of cash in hand which should make total of 15 equal to
otal of 6 or an entry has been omitted.
Balances should be carried forward at end of each month.
Bank Balance-If total of column 7 exceeds that of column 1 enter in columns 6
nd 7 sum required-to balance them but if the reverse occurs the sum required to
balance should be entered in column 1.
Cash in Hand-If total of column 6 exceeds that of column 15 (after bank
alance has been added to 15) enter the sum required to balance in column 6.
The totals at the end of each month should be carried to Ledger as follows
Columns 2. Enter total on Cr. side of page

page_text: Cash in hand. Enter Total in Cash Book, column 6.
And if a credit business, amount of book debts and enter in Dr. column of
Sundry Debtor's Account Ledger page 7.
Add the value of these together and enter Total in Cr. column of Capital
Account Ledger, page 1, this being amount of capital at date of valuation.
Allot one page of Invoice Book to each firm from whom goods are purchased
and enter amount of invoice owed to each, in Invoice Book only.
All money received is entered daily on Dr. side of Cash Books.
All money paid ditto. on Cr. side of Cash Books.
All
goods sold on credit are entered in Day Book and transferred to ledger in
the ordinary way.
All goods purchased. Total of each invoice is entered in Dr. column of Invoice
Book.
Total each every month and enter individual total to respective account in
Private Ledger, always entering number of page on which total appears.
Enter all money received in Cash Book as follows:-Any source outside the
business in column 2; from goods sold on credit, the actual cash in column 3;
and any discount allowed in column 5 from cash sales in column 4.
Enter all money paid in Cash Book columns as follows:-Banked 7, Cash for
yourself 9, Carriage and Postage 10, Wages 11, Miscellaneous Expenses 12, Goods
Purchased 13 and discount allowed you on Goods Purchased 14.
Enter in Invoice Book total of each invoice of goods purchased in Dr. columns;
and in credit column total of cash paid and discount added together, you can
thus easily find out the sum due from you to an individual firm.
;
Page 1 Capital account. Enter in this account as follows, commencing on the
first day of month -Add together, value of stock value of fixtures; cash at
bankers; cash in hand; and any book debts owing to you from customers; the
total of the whole being the capital on the date account is opened, and is entered on
the Cr. (right-hand side) above.
Also monthly total of column 2 of Cash Book is entered on Cr. side above.
Enter on Dr. side above monthly total of column 9 of Cash Book,
Close the account at the end of twelve months and the balance required to make
Dr. equal Cr., is amount of capital to start with next year.
Note. Balance of above account, must equal exactly in amount, the balance of
Balance Sheet from page 12 otherwise error has been made, and all accounts must
be examined to detect same.
If total of Cr. side exceeds that of Dr., too much cash has been withdrawn and
indicates necessity for economy.
Page 2 Sales Accounts. Enter on Dr. side above, monthly totals of columns 3, 4
and 5 of Cash Book, added together (where a cash business only exists, monthly
total of column 4 only).
Close above at end of twelve months and carry total to Cr. side of Profit and
Loss account page 11.
Page 3-Discount Account. Enter on Dr. side, above monthly totals of column 5
of Cash Book.
Ditto. on Cr. side above, monthly totals of column 14 of Cash Book.
Close above at end of twelve months and carry balance, if on Dr. side, to Cr. of
Profit and Loss, but if balance be on Cr. side of above, carry same to Dr. side of
Profit and Loss, page 11.
Page 4 Carriage and Postage Account. Enter on Dr. side monthly totals of
column 10 of Cash Book.
Close account at end of twelve months, and carry total to Dr. side of Profit and
Loss account page 11.
Page 5--Wages Account. Enter on Dr. side monthly totals of column 11 of Cash
Book.
Close account at end of twelve months and carry total to Dr. side of Profit and
Loss account page 11,

page_text: Page 6-Miscellaneous Expenses Account. Enter on Dr. side monthly totais or
column 12 of Cash Book.
Close account at end of twelve months and carry total to Dr. side of Profit and
Loss account page 11.
Page 7 Sundry Debtors. Enter on Dr. side above, monthly total of goods
entered in Day Book sold on credit.
Enter on Cr. side above, monthly totals of columns 3 and 5 of Cash Book being
amount received from customers in payment of Day Book entries.
Close.account at end of twelve months and balance required to make Cr. equal
Dr. Total is the amount due from customers.
Balance of above is carried to Cr. side of Profit and Loss account, page 11,
also to Cr. side of Balance Sheet page 12.
and
Page 8 Goods Purchased. Enter on Dr. side above, monthly total of goods
purchased from each firm entered in Invoice Book.
Close above at end of twelve months entering total on Dr. side of Profit and Loss
account page 11.
Page 9-Stock Account. Take value of stock and enter on Dr. side above and at
the end of twelve months, carry this total to Dr. side of Profit and Loss account
page 11, and enter amount of stock on hand appearing in Cr. side of Balance Sheet,
page 12 on Dr. side of above to commence the next year.
Page 10--Fixtures Account. Enter on Dr. side above, value of fixtures at
commencement and at the end of 12 months enter on Cr. side 5 per cent., for
depreciation, the balance being value at stocktaking.
Enter balance on Dr. side to commence the next year.
Enter amount written off for depreciation on Dr. side of Profit and Loss account,
page 11.
Re purchasing Additional Fixtures-Suppose £10 worth of fixtures is bought
during the year; this sum when paid is entered in Cash Book, column 12; and at
the end of month in which this amount was paid, deduct the £10 from total of
columu 12 and enter the £10 to above account and the remainder of total of
column 12 to Miscellaneous Expenses account page 6.
Page 11-Profit and Loss Account. Enter on Dr. side above yearly total of the
following accounts.
From page 9-Value of Stock at commencement of year.
From page 8-Goods Purchased (whether paid for or otherwise).
From page 4-Carriage and Postage.
From page 5 - Wages.
From page 6 Miscellaneous Expenses.
From page 10-5% written off value of Fixtures (suppose fixtures are valued at
£20, enter above as depreciation £1).
Enter on Cr. side yearly totals as follows
From page 2-Amount of Cash Sales.
"
7-Amount due from Customers (safest plan is to make a detailed
list of names and amounts total of which should equal balance on Sundry Debtor's
account, page 7).
From page 9-Value of Stock at end of year.
"
3-Balance of Discount account (sometimes this item appears on Dr.
side of above, see note, on page 3).
If Cr. side totals more than Dr., balance represents the profit and is carried to
Cr. side of Capital account, page 1.
If Dr. side totals more than Cr., balance represents the loss and is carried to
Dr. side of Capital account, page 1.
Page 12 Balance Sheet. Enter on Dr. side above, amount of accounts owing
from Invoice Book.
Enter on Cr. side above.
From page 7-Amount owing by customers (saine total as entered in Profit and
Loss account, page 11 as "Credit Sales").

page_text: From page 10-Value of Fixtures after writing off 5 per cent. as depreciation.
From page 9-Value of Stock on hand at stock-taking, also amount of cash in
hand and at bankers at stock-taking.
Balance or amount to make total of Dr. side equal Cr. must be the same as
balance of Capital account (see page 1) otherwise error has been made and all
accounts must be examined to detect same.
Having now particularly described and ascertained the nature of my said
invention, and in what manner the same is to be performed, 1 declare that what I
claim is :
1. The improvements in invoice books, cash and day books and ledgers sub-
stantially as herein described and shown.
2. The improved system of book keeping substantially as herein described and
shewn.
Dated this 26th day of March 1892.
JAMES
STEVENSON,
20, High Holborn, London, W.C., Agent for Applicant.