Financial Statements (Trading, P&L, Balance Sheet)

1. Introduction (Concept Samjhein)

Financial Statements are the final reports generated from accounting records that show the financial position and performance of a business.

After recording all transactions in TallyPrime using vouchers, the software automatically prepares various financial statements.

These reports help:

• Business Owners
• Accountants
• Managers
• Investors
• Banks
• Government Authorities

understand how the business is performing financially.

In TallyPrime, financial statements are generated automatically based on ledger balances and voucher entries.

What are Financial Statements?

Financial Statements are reports that summarize:

1. Income earned
2. Expenses incurred
3. Assets owned
4. Liabilities owed
5. Profit earned or loss incurred

They provide a complete picture of the financial health of a business.

Major Financial Statements in TallyPrime

1. Balance Sheet

Shows:

• Assets
• Liabilities
• Capital

at a specific date.

2. Profit & Loss Account

Shows:

• Income
• Expenses
• Net Profit or Loss

for a specific period.

3. Cash Flow Statement

Shows:

• Cash Inflows
• Cash Outflows

during a period.

4. Fund Flow Statement

Shows movement of funds within the business.

5. Ratio Analysis

Shows financial ratios used for business decision making.

6. Trial Balance

Shows all ledger balances before final accounts are prepared.

Real-Life Example

Suppose Rohit starts a mobile shop.

Transactions

• Invested ₹5,00,000
• Purchased mobiles ₹3,00,000
• Sold mobiles ₹4,50,000
• Paid rent ₹20,000
• Paid salary ₹30,000

At month-end, Rohit wants to know:

• How much profit he earned
• How much stock remains
• How much cash is available
• How much he owes suppliers

These answers come from Financial Statements.

1. Balance Sheet

Meaning

Balance Sheet shows the financial position of a business on a particular date.

It follows:

Assets = Liabilities + Capital

Structure of Balance Sheet

Liabilities Side

• Capital Account
• Loans
• Creditors
• Outstanding Expenses

Assets Side

• Cash
• Bank Balance
• Stock
• Furniture
• Building
• Debtors

Real-Life Example

Liabilities

Assets

Balance Sheet balances at ₹6,00,000.

Viewing Balance Sheet in TallyPrime

Path

Gateway of Tally → Balance Sheet

Shortcut:

B

or

Alt + G → Balance Sheet

Features of Balance Sheet in TallyPrime

Shows:

• Capital
• Current Assets
• Fixed Assets
• Current Liabilities
• Loans
• Profit & Loss Balance

Automatically updated after every entry.

Practical Use Case

Bank Loan Application

Banks often ask for:

• Balance Sheet
• Profit & Loss Account

before approving business loans.

A properly maintained Balance Sheet in TallyPrime helps obtain loans faster.

2. Profit & Loss Account

Meaning

Profit & Loss Account shows:

• Business Income
• Business Expenses
• Net Profit or Net Loss

during a specific period.

Formula

Profit = Income − Expenses

If expenses exceed income:

Loss = Expenses − Income

Example

Income

Expenses

Profit:

₹5,00,000 − ₹70,000 = ₹4,30,000

Viewing Profit & Loss Account

Path:

Gateway of Tally → Profit & Loss A/c

Shortcut: P

Information Available

Direct Income

• Sales
• Service Revenue

Indirect Income

• Commission Received
• Discount Received

Direct Expenses

• Purchase
• Wages
• Freight

Indirect Expenses

• Salary
• Rent
• Electricity
• Telephone

Real Business Example

A coaching institute wants to know:

• Total fees collected
• Teacher salary expenses
• Rent expenses
• Profit earned

Profit & Loss Account provides all this information.

Why Managers Use P&L Reports

Managers analyze:

• Increasing expenses
• Falling sales
• Profit trends
• Cost control opportunities

3. Trial Balance

Meaning

Trial Balance is a statement of all ledger balances.

It helps verify whether:

Total Debits = Total Credits

Purpose

• Check accounting accuracy
• Detect posting errors
• Prepare final accounts

Example

Total Debit = ₹70,000

Total Credit = ₹70,000

Viewing Trial Balance

Path:

Gateway of Tally → Trial Balance

Shortcut: T

Real-Life Use

Before finalizing annual accounts, accountants first verify the Trial Balance.

If the Trial Balance is not balanced, errors must be corrected before preparing reports.

4. Cash Flow Statement

Meaning

Cash Flow Statement shows actual movement of cash.

It answers:

• Where cash came from?
• Where cash was spent?

Cash Inflow Examples

• Cash Sales
• Capital Introduced
• Loan Received

Cash Outflow Examples

• Rent Paid
• Salary Paid
• Purchase Payments
• Loan Repayment

Real-Life Example

A company earns huge profits but still faces cash shortage.

Reason: Customers have not paid yet.

Cash Flow Statement helps identify this issue.

Viewing Cash Flow Statement

Path:

Gateway of Tally → Cash/Fund Flow

Importance

• Cash planning
• Payment scheduling
• Working capital management

Practical Scenario

A business owner wants to know whether sufficient cash is available to pay salaries next month.

Cash Flow Statement provides the answer.

5. Fund Flow Statement

Meaning

Shows movement of working capital and funds within the business.

Helps Analyze

• Sources of funds
• Application of funds
• Increase in working capital
• Decrease in working capital

Sources of Funds

• Capital introduced
• Loan received
• Sale of fixed assets

Uses of Funds

• Machinery purchase
• Loan repayment
• Building purchase

Real-Life Example

A manufacturing company purchases new machinery worth ₹20 lakh.

Fund Flow Statement shows where the money came from.

6. Ratio Analysis

Meaning

Ratios help evaluate business performance using financial data.

TallyPrime automatically calculates various financial ratios.

Important Ratios

Current Ratio

Measures liquidity.

Formula: Current Assets ÷ Current Liabilities

Example: ₹2,00,000 ÷ ₹1,00,000 = 2:1

Meaning: Business can pay short-term obligations comfortably.

Gross Profit Ratio

Measures profitability.

Formula: Gross Profit ÷ Sales × 100

Net Profit Ratio

Measures overall profit efficiency.

Formula: Net Profit ÷ Sales × 100

Debt Equity Ratio

Measures financial risk.

Formula: Debt ÷ Equity

Real-Life Use

• Investors check ratios before investing.
• Banks check ratios before granting loans.

Comparative Financial Statements

TallyPrime allows comparison of:

• Monthly performance
• Quarterly performance
• Yearly performance

Example

Increase: ₹1,50,000

Management can analyze growth trends.

Financial Statements for Different Businesses

Retail Shop

Uses:

• Profit Analysis
• Stock Analysis
• Cash Management

Example: Grocery store owner checks monthly profit.

Manufacturing Company

Uses:

• Production Cost Analysis
• Gross Profit Monitoring
• Working Capital Analysis

Service Business

Uses:

• Revenue Analysis
• Expense Control
• Profit Measurement

Example: CA Firm, Coaching Class, Consultancy Business.

Financial Statements in Daily Business Practice

Owner Uses

• Check profit
• Check cash position
• Monitor business growth

Accountant Uses

• Prepare tax reports
• Verify books
• Audit preparation

Bank Uses

• Loan approval
• Credit assessment

Investor Uses

• Evaluate profitability
• Assess financial strength

Common Mistakes While Analyzing Financial Statements

1. Ignoring Outstanding Expenses

May overstate profits.

2. Wrong Ledger Grouping

Causes incorrect reports.

3. Not Reconciling Bank Accounts

Results in inaccurate cash balances.

4. Incorrect Stock Valuation

Affects profit and Balance Sheet.

5. Viewing Only Profit

Profit alone does not indicate cash availability.

Always analyze:

• Profit & Loss
• Balance Sheet
• Cash Flow

together.

Best Practices in TallyPrime

Maintain Correct Ledger Groups

Example:

• Salary → Indirect Expenses
• Furniture → Fixed Assets

Record Transactions Daily

Avoid backlog entries.

Reconcile Bank Accounts Regularly

Ensures accurate financial reports.

Verify Trial Balance Monthly

Helps detect errors early.

Review Financial Statements Monthly

Enables better business decisions.

Backup Data Regularly

Protects accounting records.

Interview & Viva Me Poochhe Jane Wale Questions

What are Financial Statements?

Financial reports showing business performance and financial position.

Which are the main Financial Statements?

• Balance Sheet
• Profit & Loss Account
• Cash Flow Statement
• Fund Flow Statement
• Trial Balance

What does Balance Sheet show?

Assets, Liabilities and Capital on a specific date.

What does Profit & Loss Account show?

Income, Expenses and Net Profit/Loss for a period.

Why is Trial Balance prepared?

To verify debit and credit balances and check accounting accuracy.

Why is Cash Flow Statement important?

It shows actual cash inflows and outflows of the business.

Summary

Financial Statements are the most important reports in TallyPrime because they transform daily accounting entries into meaningful business information.

Through Financial Statements, a business can:

• Measure Profitability
• Evaluate Financial Position
• Manage Cash Flow
• Obtain Loans
• Attract Investors
• Plan Future Growth

A skilled TallyPrime user must know how to read, analyze, and interpret Financial Statements because they are the foundation of real-world accounting, auditing, taxation, and business decision-making.