Section 20 in Tamil Nadu Co-operative Societies Rules, 1988
20. Accounts, books and records to be maintained by a Society.
(1)Every society shall keep and maintain correctly the following accounts, books and records up to date for the purpose of recording the business transacted by it, namely:-(a)Minutes books for recording the proceedings of the board or of the meeting of the general body.(b)Register of applications for membership containing the name and address of the applicant, the date of receipt of application, the number of shares applied for, the date of payment in the society in respect of membership and the amount paid, the date of admission and in case of refusal of admission, the date of communication of the decision refusing admission.(c)Admission book showing the name and address of each member, the date of admission, the shares taken by him and the amount paid by him towards such shares and entrance fee paid and the amount of share capita 1 refunded to him, if any, together with the date of each such payment and refund.(d)Nomination register containing the name and address of the person nominated by a member to succeed to his share or interest in the capital of the society or other money due and the relationship with him.(e)A book showing the name and address of each associate member, the date of admission and the amount paid by him towards admission fees.(f)Day book showing daily receipts and expenditure and the cash balance at the end of each day.(g)Receipt book or challan for money received by the society.(h)Voucher file containing all vouchers for expenditure incurred by the society, numbered serially and filed chronologically.(i)Ledger of borrowings showing deposits and other borrowings of all kinds.(j)In the case of a society- with unlimited liability, property statement of members showing the assets and liabilities of each individual member on the date of his admission with full details of the property including the survey number of the lands, the statement being revised as often as may be necessary and in any case at least once in three years and such statements being entered in a register in a stitched volume.(k)In the case of societies issuing loans-(i)Loan application register;(ii)Loan ledger showing the number and date of disbursement of each loan issued to members, the amount of loan, the purpose for which it is granted and the date or dates of repayment distinguishing principal and interest;(iii)Liability register showing the extent of indebtedness of each member to the society whether on account of loans taken directly by him or on account of loans for which he stands as surety;(iv)Register of lands cultivated by members;(v)Credit limit statement;(vi)Register of declarations made under section 41;(vii)Register of loans foreclosed;(viii)Register showing progress of application for arbitration and execution;(ix)Register of immovable property of judgment debtors brought in auction by the society.(l)In the case of a consumer society, effecting sales of any commodity to members or non-members,-(i)bill book containing the names and addresses of the purchases; and(ii)sales chitta.(m)In the case of a society, the working capital of which exceeds twenty thousand rupees, general ledger showing receipts and disbursements and the outstanding under various heads from day-to-day.(n)In the case of a society to which rule 80 applies, register of fluid resources showing the immediate liabilities of the society and the extent of fluid resources available to meet them.(o)Monthly register of receipts and disbursements or Trial Balance,(p)Register of dividend containing the details of dividends declared on the paid up share capital of members and the payments therefrom.(q)Rectification register containing the objections or defects pointed out during inspection, audit, etc., rectifications approved by the board, remarks of inspecting officers, etc., and further action taken thereon.(r)Any other accounts, books and records that may be specified by the Registrar, from time to time, in respect of a society or class or category of societies.(2)Every society shall also maintain a register showing the particulars of various accounts, books and records maintained by the society in respect of every co-operative year.
