CHAPTER 2 The two basic Financial Statements

Har organization ko apni saari financial transactions ko record karna chahiye, phir unhe summarize
karke do financial statements me present karna chahiye.

Har organization me jo bhi financial transactions hoti hain, unhe record kiya jata hai. Yeh
accounting records wo main source of information hote hain jahan se do sabse important financial
statements, Profit & Loss Account aur Balance Sheet, prepare kiye jate hain.

Yeh do statements poore Accounting process ka end result hote hain aur ek summarized form me, ek
certain period of time me jo kuch bhi hua hai, usse reflect karte hain.

Conventionally, zyada tar financial statements T-format me present kiye jate hain. Figures T ke
dono sides par listed hote hain. Financial information aksar vertically bhi present ki jati hai.

Is book me, humne conventional T-format ka use kiya hai.

Aap har type ka ek example is chapter ke end par dekh sakte hain.

The Profit & Loss Account

Pehla: Profit & Loss Account kyun banaya jata hai?

Is sawaal ka jawab simple aur obvious hai.

Jaise naam se hi pata chalta hai, yeh statement isliye prepare ki jati hai taaki yeh pata chal sake ki
organization ne profit banaya hai ya loss.

Mera doosra sawaal hai:

Aap kyun jana chahenge ki aapne profit banaya hai ya nahi?

Yeh sawaal ka jawab bhi utna hi simple hai.

Chaliye, teen organizations ko consider karte hain: Daimler, Hilton Hotels, aur Microsoft. Agar main
aap se poochu ki in companies ka business kya hai, to aapka jawab shayad yeh hoga:

Daimler automobiles banane aur bechne ka business karta hai, Microsoft software develop karne ka
kaam karta hai aur Hilton hospitality services provide karta hai. Lekin sach yeh hai ki yeh teeno
actually ek hi business me hain, aur wo hai profit banana.

Unke isse karne ke tareeke alag hain.

Business start karne ka primary objective profit kamana hai.

Agar business profit nahi kama raha hai, to aapko yeh dobara sochna chahiye ki kya aap ise chalana
continue karna chahenge.

Teesra aur sabse important sawaal hai:

Aap kaise jaanenge ki ek business profit bana raha hai ya nahi?

Ab yeh sawaal itna aasan nahi hai.

Kya yeh mumkin hai ki aap ek organization ke aas-paas ghoom kar, activity ka amount observe karen,
dekhain ki employees kitne busy hain, aur yeh conclude karen ki yeh ek profitable business hai?
Kya aap kisi business area se guzar kar, ek shandaar-looking facility dekhein jo bahut impressive
façade ke saath ho, andar jaakar hazaaron industrious dikhte workers aur employees ko dekhein jo
har waqt kaam me busy hain, aur samajh sakein ki woh enterprise profit bana raha hai ya nahi?

Kya yeh mumkin hai ki yeh busy organization aur yeh shandaar facility actually losses kar rahi ho?

Bilkul yeh mumkin hai!

Kya yeh bhi mumkin hai ki ek humble-looking workshop profit bana rahi ho?

Zaroor yeh mumkin hai!

Ek organization jiska grand façade ho, high-profile clients ho, ek outstanding brand ho aur
impressive sales ho, woh bhi ho sakta hai ki wo financial losses me ho.

Wahin, ek business jo ek purani shack se chal raha ho, woh bhi utna hi profitable ho sakta hai.

Toh kya cheez aapko batati hai ki ek organization profit bana raha hai ya nahi?

Iska sirf ek tareeka hai, aur wo hai agar ek Profit & Loss Account prepare kiya jaye aur usse study kiya
jaye.

Yeh sirf ek stranger ke liye nahi hai jo gaadi chalate waqt yeh samajh nahi paata, balki agar aap owner
bhi hain, toh aap tab tak nahi jaan sakte ki bottom line kaisi dikhti hai jab tak koi aapke liye Profit &
Loss Account jaisa financial statement prepare karke aapko na de.

Isliye, Profit & Loss Account isliye banaya jata hai taaki yeh pata chal sake ki ek enterprise profit bana
raha hai ya nahi.

Jab hum "Profit" kehte hain, toh hum exactly kya matlab nikalte hain?

Profit ek aisi situation hai jahan ek organization ki incomes uske expenses se zyada hoti hain. Agar
expenses incomes se zyada ho jayein, toh wo loss hota hai.

Ek conventional Profit & Loss Account me, incomes ek side par listed hoti hain aur expenses doosri
side par.

Chaliye, kuch typical examples dekhte hain jo organizations ke expenses hote hain.

Materials consumed expenses hote hain, salaries aur wages bhi expenses hote hain, selling expenses
ke kai tareeke hote hain, rent, travelling, stationery par kharch bhi expenses me aata hai. Agar ek
organization apne business ko chalane ke liye paisa borrow karti hai, toh interest bhi expense ke roop
me dikhai deta hai.
Profit & Loss Account ke Incomes side par kya dikhai deta hai?

Income ka main hissa Sales se aata hai (goods ya services ki). Sales ke neeche jo income dikhti hai,
wo wo income hai jo organization apni core activities ke through generate karti hai, yaani wo
income jo organization apne asli kaam karke kama rahi hoti hai.

Lekin organizations kabhi-kabhi Sales ke alawa dusre sources se bhi income generate karti hain, jaise
ki bank mein deposits par milne wala interest, investments se milne wala dividends, ya kuch assets
bechne par hone wala profit. Aise incomes ko "Other Income" ke heading ke under dikhaya jata hai.

Aap yeh samajh sakte hain ki jab business enterprise chalana ka mool uddeshya profit kamaana hota
hai, tab bhi yeh utna hi zaroori hai ki businesses apne asli kaam se profit kamaayein, na ki kisi aise
kaam se jo unhe nahi karna chahiye. Isliye, agar ek organization profit kama rahi hai, lekin agar aap
dekhein ki uski bulk income Other Income se aa rahi hai, toh aapko us organization ke baare mein
chinta karni chahiye!

Yeh zaroori hai ki Sales se aane wali income total income ka major hissa ho.

Thoda jargon use karte hue, Sales ka figure, jo ek conventional T-type Profit & Loss Account mein
upar right hand par hota hai, usse TOP LINE kaha jata hai aur jo profit neeche left hand par hota hai,
usse BOTTOM LINE kaha jata hai.

Ab, business kis baare mein hai? Kya hum business mein Top Lines generate karne ke liye hain ya
Bottom Lines generate karne ke liye?

Yeh bahut zaroori hai ki humesha yeh yaad rakhein ki business ka mool uddeshya top lines ko
badhana nahi hai. Hum business mein sales generate karne ke liye nahi hain, hum business mein
profit generate karne ke liye hain.

Lekin kyunki bina top line ke bottom line nahi ho sakta, isliye sales generate karna utna hi zaroori
hai.
Jab main yeh kehta hoon ki business bottom line ke baare mein hai, toh iska matlab yeh hai ki hum
sirf kisi bhi sales mein interested nahi hain. Hum sirf un sales mein interested hain, un prices aur
credit terms par, jo profit generate karenge.

Top line sirf ek means hai end achieve karne ka, aur wo end hai ek healthy bottom line.

Jab aap business ki top line ko badhte dekhte hain aur uski bottom line girti hai, toh aap ek tragedy
dekh rahe hote hain. Sales figure ko badhte dekhkar agar profit nahi badh raha, toh yeh ek galatfehmi
ho sakti hai ki business successful ho raha hai.

Balance Sheet

Balance Sheet ek financial statement hota hai jo organization ke Assets aur Liabilities ko list karta hai.

Liabilities un cheezon ko dikhati hain jo organization ko deni hoti hain, yani jo kuch usne borrow kiya
hai.

Jab ek business ko paise ki zaroorat hoti hai, toh woh borrow karta hai.

Agar business apne owners se borrow karta hai, toh usse Capital kaha jata hai.

Yeh shayad terms ka contradiction lag sakta hai, jab hum kehte hain ki "owner se borrow karna."
Lekin accounting ke liye owner ko organization se alag aur independent maana jata hai.

Woh outsiders se bhi borrow karta hai, jise Loan kaha jata hai.

Isi wajah se, owner ke saath-saath outsiders ke contributions bhi Balance Sheet ke Liabilities side par
dikhaye jate hain.

Dusri liabilities ko Current Liabilities kaha jata hai, jisme creditors, suppliers aur vendors ko dene wale
paise, aur bank overdrafts shamil hote hain.

Assets, doosri taraf, woh cheezein hoti hain jo organization ke paas hoti hain, ya woh cheezein jo
usne apne borrow kiye hue paise se kharidi hoti hain (jo Liabilities side par reflected hoti hain).

Typical assets mein land, buildings, machinery, vehicles, computers, tools, etc. jaise investments
shamil hote hain, jo Fixed Assets ke roop mein dikhte hain.

Assets ki doosri category, jo Current Assets kehlati hai, mein debtors, cash aur bank balances, aur
inventory jaise items shamil hote hain.
Balance Sheet ko padhne ke liye
kya aapko ise banana bhi aana chahiye?
Ek organization ke paas lagataar vyavsayik gatividhiyan hoti hain, jaise ki saman ka aana, maal ka
processing hona, kharch hona, bikri hona, upkaran kharidna, tanakhwaah dena, paise udhaar lena,
aur aise hi kai kaam hote hain.

Yeh kanooni zaroorat hai ki har organization ko kam se kam ek baar saal mein Profit & Loss Account
aur Balance Sheet tayar karna chahiye.

Lekin vyavsay ki sthiti ko behtar samajhne ke liye, Balance Sheets ko zyada frequent banaya aur
padhna chahiye, shayad har mahine ya har hafte.

Ek business ki aarthik sehat ka moolyaankan karna aur uski Balance Sheet ko samajhna aur
padhna, ek organization ke sabhi mukhya karmchariyon ke liye ek avashyak kaushal hai.

Lekin kya yeh zaroori hai ki unhe in statements ko banana bhi aana chahiye?

Ek organization mein, financial statements ko tayar karna accountants ki zimmedari hoti hai. Lekin, jo
log business ko chalane aur manage karne ke liye zimmedar hain, jaise ki owner, President, aur CEO,
unhe in statements ko padhna aur samajhna aana chahiye. Aisa koi bhi CEO nahi ho sakta jo keh
sake, "Mujhe Balance Sheet padhne ki zaroorat nahi hai!" Aise CEOs ya to jaldi CEO nahi rahenge, ya
unke dwara chalaye ja rahe organization jaldi band ho jayenge.

Jaldi ya der se har koi yeh samajhta hai ki apne business ko safaltapoorvak chalane ki unki kshamata
kaafi had tak is baat par nirbhar karti hai ki woh Balance Sheet ko padh aur samajh sakte hain.

Lekin ek aam galatfehmi yeh hai ki Balance Sheets padhne seekhne ke liye unhe banana bhi aana
chahiye. Yeh bilkul galat hai.
Ye bilkul mumkin hai ki Balance Sheets ko padhna, samajhna aur interpret karna seekha jaa sake bina
unhe kaise banaya jata hai yeh jane. Jabki jo log Balance Sheet padhte hain unhe usse banane ka
tariqa nahi aana chahiye, lekin yeh waise bhi utna mushkil nahi hai jitna kai log samajhte hain.

Asal mein, main aapko 3 minute mein Balance Sheet banana sikha sakta hoon.

Shayad aapko lagta ho ki book-keeping aur financial statements banane ka kala seekhne mein kaafi
waqt lagega. Asal mein, yeh kaafi saal lagte hain agar aap traditional tareeqe se seekhein. Lekin jo
main aapko dikhane wala hoon, wo accountants ke tareeqe se bilkul alag ek chhota aur simple
tareeqa hai, jisme hum book-keeping ko hata kar seedha aur bahut hi aasaan common-sense
technique se yeh statements tayar karenge.

 Yahan maine “Balance Sheet” ka istemal dono, Profit & Loss Account aur Balance Sheet ke
liye kiya hai.

Chaliye, ab hum Balance Sheet banana layperson ke tareeqe se seekhte hain.

Lekin sabse pehle kuch sawalon ka jawab de lete hain:

Profit & Loss Account aur Balance Sheet mein jo bhi data hota hai, woh kahaan se aata hai?

Yeh data, bilkul, organization ke accounting records mein hota hai.

Accounting records kya record karte hain? Ya dusre shabdon mein, aap accounts ko kaise define
karenge?

Accounts ek record hain jo organization mein kisi specific period ke dauran hone wali saari financial
transactions ko darshate hain.

Hum kab ek transaction ko financial transaction kehte hain?

Koi bhi transaction jo paisa organization mein lata ho ya paisa organization se bahar jaata ho, use
financial transaction kaha jaata hai.

Lekin kabhi kabhi paisa andar ya bahar nahi bhi jaata, aur phir bhi woh financial transaction ho sakta
hai agar us transaction ke baad, kisi aur se paisa aapke liye due ho ya aapko kisi ko paisa due ho.

Yeh kehna hai ki koi bhi transaction jisme paisa aaye, ya paisa jaaye, ya paisa aapke liye due ho, ya
paisa aapko due ho, use financial transaction kaha jaata hai.

Aur har baar jab koi financial transaction hota hai, to accountant ka kaam hota hai usse dhyan se
track karna aur record karna.

Aise records ka collection hi accounts kehlata hai.

Aur organizations accounts kyun maintain karti hain?

Jaise humne pehle dekha, kisi bhi business enterprise ko shuru karne ka primary reason profit
banana hota hai. Aur profit, jaise humne pehle dekha, utna obvious nahi hota. Isliye jo bhi
transactions hoti hain, unhe record kiya jata hai, aur jo record hota hai, use period ke baad
summarize kiya jata hai.

Summarized version of accounts ko do financial statements ke roop mein present kiya jata hai. Ek ko
Profit & Loss Account kehte hain aur doosre ko Balance Sheet.

Ab, yeh samajhna aapke liye zaroori hai, isliye main ise dobara repeat kar raha hoon. Sabhi financial
transactions ko accounts ka hissa banaya jata hai. Aur jab accounts ko summarize kiya jata hai, toh
uska result Profit & Loss Account aur Balance Sheet ke roop mein present hota hai.

Iska matlab yeh hai ki jo kuch bhi ek organization mein hota hai, woh eventually Profit & Loss
Account ya Balance Sheet mein appear hona chahiye. Aur in dono ko milakar, Profit & Loss Account
aur Balance Sheet, bas chaar tarah ke transactions ko reveal karte hain: Expenses, Incomes, Assets
aur Liabilities.

Isliye, yeh aapko yeh batata hai ki organization mein jo kuch bhi hota hai, woh in chaaron mein se ek
category mein aayega. Kisi bhi transaction ka sirf chaar possibilities ho sakti hain.

Toh agar aap in financial statements ko non-accountant ke tareeke se banana chahte hain, toh aapko
bas har transaction ko dekhna hoga, usse assess karna hoga ki woh expense hai, income hai, asset hai
ya liability, aur usse accordingly record karna hoga. Aapka Profit & Loss Account aur Balance Sheet ab
ready ho jayenge.

Accountant Balance Sheet kaise banata hai?

Accountant har transaction ko dekhkar, usse kuch processes se guzarta hai aur aakhir kar Balance
Sheet prepare karta hai.

Jo aap samajh nahi pa rahe ho, woh process hai.

Toh mera suggestion yeh hai, har transaction ko examine karo, process ko bypass karo, seedha item
ko respective statement mein record karo, aur aapki Balance Sheet ready ho jayegi.

Shak kar rahe ho? Toh yeh try karo.

Ek moment ke liye yeh socho ki aapki organization ne accounts maintain karna band kar diya hai. Iske
badle, woh entrance lobby ke beech mein ek bada box rakh leti hai aur har baar jab koi financial
transaction hota hai, toh woh usse books mein record karne ke bajaye, ek paper pe likh kar us box
mein daal dete hain.

Agar aapko kisi specific period ke end mein yeh box diya jata hai aur aapse Profit & Loss Account aur
Balance Sheet banane ko kaha jata hai, toh kya aap kar sakte ho?

Bilkul kar sakte ho.

Aap isey kaise karenge?

Sabse pehle, apne saamne ek template rakhein, jo ki Profit & Loss Account aur Balance Sheet ka ho,
jaise ki yeh yahaan dikhaya gaya hai.
Ab apna haath box mein daal kar, ek-ek paper nikaaliye, us par jo item likha ho, usse dekhiye aur yeh
identify karne ki koshish kijiye ki woh income hai, expense hai, asset hai, ya liability, aur phir usse ussi
ke hisaab se record kijiye.

Shayad ab bhi aapko lagta ho ki yeh nahi ho sakta.

Toh chaliye, ise try karte hain! Maan lijiye, pehle paper par 'salaries and wages' likha hai. Aap isse
kaha record karenge? Yeh ek expense lagta hai.

Agla paper keh raha hai 'travelling costs'. Yeh bhi ek expense hai.

Goods ya services bechi gayi? Yeh income hai.

Loan liya gaya? Yeh liability hai.

Equipment khareeda gaya? Yeh asset hai.

Loan par interest diya gaya? Yeh ek expense hai.

Rent aur electricity ki payments? Yeh expenses hain.

Dusre companies ke stocks mein paisa invest kiya? Yeh assets hain.

Un stocks par dividends mile? Yeh income hai.

Hum is tarah se aage badh sakte hain, aur aap dekhenge ki har financial transaction ko (ya har ek
paper ko jo aap box se nikaalte hain) aap income, expense, asset, ya liability ke roop mein classify kar
sakte hain.

Process ke ant mein aap dekhenge ki jo Balance Sheet aapne layperson ki method se banayi hai, woh
wahi hogi jo aapke Accountant ne banayi hoti.

Kya aapko apne Debits aur Credits ka pata hai?

Debit aur Credit do aise shabdon hain jo kaafi commonly use hote hain, lekin aksar log inhe sahi se
samajh nahi paate. Maine kabhi bhi kisi ko aise nahi dekha jo confidently yeh bata sake ki har ek ka
kya matlab hai. Hamesha yeh lagta hai ki ek gain hai, doosra loss; ek positive hai aur doosra negative,
lekin yeh find karna mushkil hai ki kaun sa kaunsa hai.

Is confusion ka reason yeh hai ki yeh do shabdon ka apne aap mein koi specific matlab nahi hota. Yeh
shabdon ka use, mainly, ek accounting system ke context mein hota hai jo duniya bhar mein use hota
hai, jise double-entry system of bookkeeping kaha jaata hai.

Yeh bookkeeping ka double-entry system kya hai?

Double-entry system ka bookkeeping kaam is premise par karta hai ki har ek financial transaction jo
hota hai, wo do account heads par ek saath impact dalta hai.

Aur account head kya hai?

Account head ek broader category hoti hai jo transaction ke scope se zyada hoti hai. Maan lijiye, agar
aap ek writing pad, pen, ya DVDs ki box kharidte hain, toh in sabka relevant account head hoga
Stationery. Agar aap table, chair, ya cupboard kharidte hain, toh unka account head hoga Furniture.

Ek example lete hain. Maan lijiye, ek admin executive ne ek organization mein do dozen board pens
order kiye. Ek financial transaction hua hai, aur accountant ko is transaction ko books of accounts
mein record karna hoga.

Double-entry system ke mutabik, do account heads ko simultaneously effect hoga. Is case mein,
kaunse do account heads honge?
Ek hoga Stationery, aur doosra hoga Cash ya Bank account.

Double-entry system yeh bhi kehta hai ki na sirf ek transaction ka do account heads par effect hoga,
balki har ek account head par impact equal aur opposite hoga, jaise Newton ke Law ki tarah.

Maan lijiye, hamare do dozen board pens ki cost 500 hai.

Ab humein pata hai ki jo do account heads effect honge wo hain Stationery aur Cash.

Kya har ek par impact equal hai? Haan, dono par impact 500 ka hoga.

Kya impact opposite hai? Haan, kyunki stationery ke case mein hum ameer hue hain (kyunki humein
pens mil gaye hain), aur humare wallet ya bank mein paisa kam ho gaya hai.

Double-entry system of bookkeeping mein "Debit" aur "Credit" shabdon ka istemal hota hai, jo ek
transaction ke do opposite effects ko denote karte hain, jo do account heads par padte hain.

Ek account ko debit kiya jana chahiye aur doosre ko credit kiya jana chahiye. In shabdon ka apne aap
mein koi achha-bura ya positive-negative ka matlab nahi hota. Ye bas do opposite impacts ko
represent karte hain. Agar aap debit ko kisi account mein positive maana hai, toh us account mein
credit negative ho jayega. Agar aap debit ko negative maana hai, toh credit positive ho jayega. Is
tarah, ek debit in a debit account plus ka kaam karta hai, aur debit in a credit account minus ka kaam
karta hai. Waise hi, ek credit in a credit account positive effect dalta hai, aur credit in a debit account
negative effect dalta hai.

Toh agar debit aur credit ka apne aap mein koi matlab nahi hai, toh humne inhe kyun discuss kiya?

Yeh terms ek non-accounting person ke liye important nahi hoti. Lekin ab yeh aapko Profit & Loss
Accounts aur Balance Sheets ko samajhne mein madad karega.

Aap jaante hain ki har transaction jo hota hai, uska nature ya toh expense, income, liability ya asset
hona chahiye. Ab aapne seekha ki har transaction ke liye accountant ek account head assign karega
aur usse debit ya credit ke roop mein label karega.

Yeh humein yeh batata hai ki in chaar options (Expense, Income, Liability ya Asset) mein se do ko
debit hona chahiye aur do ko credit hona chahiye. Ab aap is Profit & Loss Account aur Balance Sheet
ko dekhiye, jo conventional T-format mein presented hai:
Aap dekhenge ki Expenses aur Assets dono ko Debit (Dr) label diya gaya hai, jabki Incomes aur
Liabilities dono ko Credit (Cr) label diya gaya hai.

Yeh aapko kya aur insight deta hai?

Yeh batata hai ki agar Expenses aur Assets dono ko Debits label kiya gaya hai, toh inmein kuch
similarity honi chahiye. Dusri taraf, Incomes aur Liabilities mein bhi kuch similarity honi chahiye,
kyunki dono ko Credit label diya gaya hai.

Ab dhyan se Expenses' side aur Assets' side par dikhaye gaye items ko dekhiye.
Kya aapko Expenses aur Assets ke beech koi similarity dikhayi deti hai?

Agar aap kisi expense ko dekhein, jaise salary, aur koi asset ko dekhein, jaise furniture, toh aapko
salary aur furniture ke beech koi similarity dikhayi deti hai?

In dono ka similarity yeh hai ki dono mein paise nikalte hain. Dono mein kharch hota hai.

Agar hum aaj salary ki payment ke liye 100,000 spend karte hain, toh yeh ek Expense hoga.

Agar kal hum 100,000 spend karte hain, lekin is baar furniture kharidte hain, toh yeh ek Asset ke roop
mein dikhega.

Dono cases mein paise kharch ho rahe hain, lekin pehli baar jab paise kharch kiye gaye, toh woh
Expense ban gaya; doosri baar woh Asset bana.

Incomes aur Liabilities kaise similar hain?

Agar Expenses aur Assets mein paise nikal rahe hain, toh Incomes aur Liabilities mein paise aa rahe
honge.

Iska matlab yeh hai ki Incomes aur Liabilities dono mein paisa organization ke paas aa raha hai.
Incomes ko hum as a revenue samajhte hain, jabki Liabilities ko hum as debts samajhte hain jo
business ko kisi dusre se paise lene padte hain.

Agar main aapko paise deta hoon aur badle mein aap jo maal bech rahe ho woh kharid leta hoon, toh
yeh paise aapke liye Income ban jayenge.

Agar main aur paise deta hoon, lekin is baar loan ke roop mein, toh yeh aapke Balance Sheet par
Liability ke roop mein dikhai dega.
Dono hi cases mein paise aapke paas aaye, lekin pehli baar yeh Income thi aur doosri baar yeh
Liability ban gayi.

Thodi der pehle maine aapko bataya tha ki Balance Sheet banana kitna simple hai. Aapko bas yeh
samajhna hai ki kisi bhi transaction mein chaar options honge: Expense, Income, Liability, aur Asset.

Ab main aapko keh raha hoon ki yeh utna simple nahi hai. Yeh double simple hai!

Broadly speaking, saare financial transactions ko do parts mein divide kiya jaa sakta hai: wo jo
paise leke aate hain aur wo jo paise leke jaate hain. Agar paise aapke paas aaye hain, toh ab aapko
chaar options mein se choose karne ki zarurat nahi, bas do options mein se choose karna hai -
Income ya Liability. Agar paise bahar ja rahe hain, toh bas do options mein se choose karna hai -
Expense ya Asset.

Expenses aur Assets mein kya fark hai?

Ab aapko expense aur asset ke beech similarity pata chal gayi hai. Har baar jab paise bahar jaate
hain, wo ya to expense hote hain ya asset. Lekin aapko yeh bhi samajhna zaroori hai ki paise kharch
karna na to expense aur asset dono ho sakta hai, balki ek hi cheez ho sakta hai, ya to expense ya
asset.

Iska matlab hai ki humein dono ke beech ka fark samajhna zaroori hai. Har baar jab paise bahar jaate
hain, humein yeh decide karna padta hai ki kya isse expense hua hai ya phir isse asset create hua hai?

Jab paise ko expense kaha jata hai, aur jab usse asset maana jata hai?

Expense aur Asset ke jo connotations hote hain unke baare mein kaafi misconceptions hote hain. Log
aksar sochne lagte hain ki jo paise tangible items (jaise machinery, car ya computer) par kharch kiye
jaate hain, wo assets hote hain aur jo intangible items (jaise salary, rent, travelling) par kharch hote
hain, wo expenses hote hain.

Lekin yeh bilkul sahi nahi hai. Raw material aur consumables bhi tangible hote hain aur aksar
expenses ke roop mein dikhaye jaate hain.

Ek aur misconception yeh hai ki expenses chhote value wale items hote hain, jaise stationery, jabki
assets jaise buildings unka value zyada hota hai.

Lekin, bade organizations salary par millions kharch karte hain, jo expense ke roop mein dikhayi jaati
hai, jabki ek chhoti value item jaise desk-top computer, jo ek employee ki do hafte ki salary se bhi
kam ho sakti hai, wo asset ke roop mein dikhayi jaati hai.

Kuch log yeh bhi samajhte hain ki jo business ka nature hai, usse decide hota hai ki paise kharch
karna expense hoga ya asset. Agar aap ek car kharidte hain, to wo asset hoga, lekin agar ek car dealer
car kharidta hai, to wo expense hoga. Real-estate traders dwara kharidi gayi buildings ko bhi expense
ke roop mein dikhaya jaata hai.

Sach yeh hai ki upar diye gaye sabhi criteria irrelevant hain.
Jo sach mein decide karta hai ki paise ka kharch expense hoga ya asset, wo item ke life par depend
karta hai.

Ek clue aapko yeh statements ke titles dekh kar mil sakta hai.

Profit & Loss Account hamesha ek specified period ke liye banaya jata hai, jabki Balance Sheet ek
specific point of time par hoti hai.

Agar Profit & Loss Account annually banaya jata hai, to uska title hoga:

"Profit & Loss Account for the year ending..."

Agar monthly banaya jata hai, to title hoga:

"Profit & Loss Account for the month ending..."

Aur is tarah se aur bhi titles ho sakte hain.

Profit & Loss Account par jo figures aati hain, wo us period ke liye cumulative numbers hote hain.

Iska matlab hai ki agar aap annual Profit & Loss Account dekh rahe hain, to har figure uss saal ke
cumulative numbers ko represent karti hai.

Sales poore saal ki sales hongi, salary poori 12 mahine ki salary hogi, aur is tarah se aur bhi cheezein.

Lekin Balance Sheet ek statement hoti hai jo ek particular date par Assets aur Liabilities ko dikhati
hai.
Agar Profit & Loss Account 31 December ko end hone wale saal ka hai, to corresponding Balance
Sheet 31 December ko hi valid hogi.

Iska matlab hai ki Balance Sheet ke har item ki validity sirf uss specific date par hoti hai. Na to pichle
din, na hi agli din.

Maan lo agar Balance Sheet mein Assets side par 500,000 ka bank balance 31 December ke liye diya
gaya hai, to iska matlab hai ki organization ke paas 31 December ko 500,000 ka bank balance tha.

30 December ko wo balance kuch aur ho sakta tha aur 1 January ko wo kuch aur ho sakta hai.

Ye figure sirf uss specific date ke liye valid hai jab Balance Sheet banayi gayi ho.

Financial transactions ek organization mein paani ki tarah behte hain. Agar aap ruk kar dekhein, to
aap dekh sakte hain ki production ho raha hai, customer ka cheque abhi aaya hai, raw material utara
ja raha hai, caterer payment ke liye intezaar kar raha hai, aur finished goods bheje ja rahe hain.

Aise mein, jab aap uss specific moment par poori financial activity ka ek snapshot dekhte hain, to wo
moment ka Balance Sheet hota hai.

Ab jab main yeh kehta hoon ki yeh life decide karti hai ki paisa kab expense hota hai aur kab asset,
to mera kya matlab hai?

Yeh rahe kuch examples jo aapko samajhne mein madad karenge. Sochiye ki 31 December ko ek
organization apne staff ko December mahine ki salary de rahi hai, aur uska ek employee extra six
mahine ki salary ka advance maangta hai, jo organization dene ko tayaar ho jaati hai.

Agar yeh organization apna Profit & Loss Account 31 December ko banata hai, aur ek Balance Sheet
31 December ko tayar karta hai, to aane wale mahine ki salary kahan dikhegi?

Woh Balance Sheet ke Assets' side par dikhai degi, kyunki salary ka life iss case mein lamba tha.

Ab ek aur case dekhiye, maan lijiye ek building jo millions mein khareedi gayi thi, ek organization ne
October mein, aur woh building ek prakritik aapda jaise earthquake ya hurricane mein November
mein nasht ho gayi.

Agar yeh organization apne accounts 31 December ko band kar rahi hai, to building ki cost kahan
dikhai degi?

Puri cost Profit & Loss Account ke Expenses' side par dikhayi jaayegi.

Main chahta hoon ki aap samajh sakein ki salary sirf isliye expense nahi hoti kyunki woh salary hai,
aur building sirf asset nahi hoti kyunki woh building hai. Asal mein, yeh item ka life decide karta hai ki
woh expense hai ya asset. Jab salary ka life lamba tha to woh asset ke roop mein dikhaayi gayi, aur
jab building ka life chhota tha, to usse expense ke roop mein dikhaya gaya.
Kisi cheez ko asset kaha jaane ke liye uska life kitna lamba hona chahiye?

Aapko ab ye lag sakta hai ki jab koi cheez lambi life wali hoti hai, toh use asset bola jaana chahiye aur
jo cheez short life wali hoti hai, use expense bola jaana chahiye, chahe item ka value kuch bhi ho, ya
business ka nature kya ho.

Lekin lamba aur chhota ye sab relative terms hain. Toh, kis duration tak cheez ko asset bulaya jaaye,
aur kis duration tak cheez ko expense bulaya jaaye?

Main aap se do sawal puchta hoon taaki aap isko achhe se samajh sakein:

a) Agar main koi cheez kharidta hoon jo 10 mahine tak chalti ho, toh kya ye expense hoga ya asset?

b) Agar main koi cheez kharidta ho jo sirf 10 din chalti ho, toh kya ye expense hoga ya asset?

Agar hum bas life ko absolute sense me dekhein, toh ho sakta hai ki jo cheez 10 din chalti ho usse
hum expense maan lein aur jo cheez 10 mahine tak chale use hum asset maan lein. Lekin kya ye ulta
ho sakta hai? Kya pehle item ko expense aur doosre ko asset mana jaa sakta hai?

Haan, ye ho sakta hai.

Maan lijiye, hum apna Balance Sheet 31 December ko bana rahe hain, aur jo cheez 10 mahine tak
chalti hai, wo 1 January ko kharidi gayi thi. Kyunki is item ki life 10 mahine ki thi aur hum 12 mahine
baad Balance Sheet bana rahe hain, toh ye item expense ke roop me appear hoga.

Ab maan lijiye, jo item 10 din tak chalti hai, wo 27 December ko kharidi gayi hai. Life toh sirf 10 din
hai, lekin Balance Sheet 4 din baad banayi jaayegi, toh ye item asset ke roop me dikhegi.
Toh ab main kya keh raha hoon jab main "Life" ka zikr karta hoon? Shayad "Life" shabdh bhi itna sahi
nahi hai is cheez ko samjhane ke liye, kyunki maine aapko ek aise item ke baare mein bataya jisme
life chhoti thi aur wo asset ki tarah dikha, aur ek aur item jisme life lambi thi lekin wo expense ki
tarah dikha.

"Life" ko humein Balance Sheet ke date ke context mein samajhna chahiye. Agar koi cheez Balance
Sheet date ke baad survive kar jaati hai, toh wo asset hoti hai.

Ab main aapko wo sabse appropriate shabdh dena chahta hoon jisse aap samajh sakein ki paisa kab
expense hoga aur kab asset hoga. Aur wo shabdh hai "Consumption".

Agar paisa kisi cheez par kharch kiya gaya ho jo completely consume ho gayi ho, Balance Sheet banne
se pehle, toh usse expense kaha jaata hai.

Agar paisa kisi cheez par kharch kiya gaya ho jo bilkul consume nahi hui ho, Balance Sheet ke date
par, toh usse asset kaha jaata hai.

Aur agar paisa kisi cheez par kharch kiya gaya ho jo partially consume hui ho aur partially
unconsumed ho, toh jo consume ho gayi hai wo expense hai, aur jo abhi bhi unconsumed hai wo
asset hai.

Ek prime example is type ke transaction ka raw material hai. Aapne dekha hoga ki raw material Profit
& Loss Account ke Expenses side par dikhai deta hai, aur raw material ka inventory Balance Sheet ke
Assets side par dikhai deta hai.
Kaise ek hi cheez ek saath expense aur asset ho sakti hai?

Jo raw material purchase kiya gaya tha aur jo Balance Sheet date se pehle consume ho gaya, wo
expense ke roop mein dikhaya jaata hai.

Aur jo raw material warehouse mein Balance Sheet date par bacha hua tha, wo asset ke roop mein
dikhaya jaata hai.
Yeh baat bohot hi gehri hai. Iska matlab hai ki humein apne soch aur apne samajhdari par bharosa
rakhna chahiye. Kisi bhi baat ko sirf isliye nahi maanna chahiye ki woh kahin likhi hui hai ya kisi ne
usse bola hai, chahe woh humare apne hi kehne waale kyun na ho. Jab tak woh baat humare apne
reason aur common sense se match nahi karti, tab tak usse apnaana theek nahi hai.