how to maintain the books of accounts in the organization

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by entering all revenue and exp , assets and liabilites
in a systematic manner

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example wrongly financial statments showing vat refund (under Advances) for the finanical year 08-09 , but present assement year after assement by cto given vat refund more than ledger showing balance then decided to every month set off vat payable to vat refund(advance) but more than recoverd compare with company and cto then what is the entry to be take.

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