Ledger of advances

189. A ledger should be maintained by the divisional officer in form no. 21(E-12) for all accounts with contractors and disbursers. On the debtor-side will be entered all payments of bills passed to their credit and all sums repaid by them in cash.

F.A.C. 67.

190. Only one account is opened with each disburser, but in the case of contractors a separate account should be kept with each person in respect of each work.

F.A.C. 68.

191. When examining the cash-books of subordinate disbursing officers (paragraph 178), it should be seen that the opening and closing cash balances in the cash account of each disburser agree with the balances shown as outstanding against him in the ledger at the commencement and the close of each month.

F.A.C. 31.

192. Each item charged in the cash-book under "forest advances", or "work advances" should be posted at once in the ledger; and when any work is accepted as having been done by a contractor, or any account supported by the necessary vouchers is accepted from a disburser, the amount covered by work done, or expenditure incurred, should be set off against the amount due from the contractor or disburser as shown in his account in the ledger. The ledger account will thus be a running account with each contractor and disburser, from which the amount due by him or to him can always be easily ascertained.

F.A.C. 69.

193. The account of each contractor and disburser should be balanced and signed by the divisional officer on the last day of each month in which any transaction takes place, unless the conservator directs that this should be done at other stated intervals.

F.A.C. 70.

194. The pages in the ledger should be numbered consecutively, and there should be an index to the accounts it contains. Each new account opened should be assigned a number which should be appropriate to that particular account until it is finally closed, the numbering being in a continuous sequence through successive years.

F.A.C. 71.

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