Create a petty cash book

Petty cash book is a type of cash book that is used to record minor regular expenditures such as office teas, bus fares, fuel, newspapers, cleaning, pins, and causal labor etc. Create a petty cash account and write out a cheque for the appropriate amount. The cash book is updated from original accounting source documents, and is therefore a book of prime entry and as such, can be classified as a special journal unlike other special journals such as the purchases journal or the sales journal, the cash ledger book records debit and credit entries. Managing a petty cash account for your small business. The simple petty cash book has only two amount columns. Petty cash is easy to steal, so make sure you protect it. Petty cash is often used for meeting refreshments, reimbursing an employee for office supplies she purchased, or other miscellaneous expenses that require payments in cash or coin. Start maintaining a general ledger in which to keep track of the petty cash and petty cash related expenses. These small expenditures are usually paid using coins and currency notes rather than checks. It is another cash book which is maintained, generally, in large business concerns to reduce the burden of main cash book, in which numerous transactions involving petty small amounts are recorded.

This excel cash book is suitable for any small business that wants an easy bookkeeping method a simple way to track your income and expenses. Youll need to nominate a petty cash manager, typically an accountant, bookkeeper or other supervisor to oversee operations and collect receipts, if necessary. Keep a book of petty cash to record the purchases you make with your petty cash fund. Scroll down to step 2 below for a completed example. Do not leave it in a common area, such as the lunchroom or meeting area.

Enter the date and cash value for the opening balance to get a summary with updated cash balance in real time. Create a petty cash log sometimes called a petty cash book and petty cash request form sometimes called a petty cash voucher. Have our partners at excelchat fix your formulas, 247. Cash book definition, example and format of cash book. Prepare a blank petty cash log utilizing a small book or you can use this free pdf template. Keep the petty cash book and box or tin in a safe place, such as the accountants or managers office or cubicle. Simple steps to create dynamic petty cash book with ms excel. Then, create another journal entry debiting the petty cash account and crediting the cash account. If there is a residual balance, then there is a cash overage in the fund. Create a petty cash log sometimes called a petty cash book and petty cash request form. Write a check from your businesss bank account made payable to petty cash. Smaller companies or companies that will seldom use petty cash can skip this step, but be sure to enter the general journal entries when it is time to reconcile the petty cash. The columns in your spreadsheet can include, but wont necessarily be limited to.

To account for petty cash, create a transaction log that covers the date, the person who used the petty cash, a description of the transaction, and any other deposits or expenses. When the petty cash fund gets too low, you must refill it to its set amount. These expenses generally include purchases like refreshments, postage, subsistence and minor stationery expenses. Petty cash book is a type of cash book, which use to record small amount of receipts and payment. Separate duties, so the person who is recording transactions is different from the person putting the transactions into your accounting system. The difference between the total of the debit items and that of the total column on the credit represents the balance of the petty cash in hand. Do occasional audits, checking to see that transactions are. Place the petty cash into the box and create an accounting journal to record petty cash transactions. A column for any cash withdrawals, a column for checks which have been written from the petty cash account, a column to document the purpose of any expenses and. From the detail type dropdown, choose cash on hand. At the end of the month petty cash book receipt and payment column is totaled and balanced here total payments are balance cd i.

Keep the petty cash box in a secure location, known only to one or two people. There are two primary types of entries in the petty cash book, which are a debit to record cash received. We make entries to the petty cash account only when the fund is established or when the amount of the fund is changed or when the fund is closed and we want to add back cash in exchange for the petty cash vouchers. Accounting can be done manually or made easier with bookkeeping software and employee expense. How to create petty cash account with excel youtube. The petty cash book is a formal summarization of petty cash expenditures, sorted by date. Petty cash book format example definition explanation. Also included as a part of cash are the balances kept at banking and financial institutions. The receipt column is used to record the opening balance. A petty cash book can either be a simple petty cash book or an analytical petty cash book. This template includes date, receipt, description, deposits, and withdrawals. Most of the companies are using this accounting tool to kept the sufficient amount of money at office to buying small things that are require. Petty cash book definition, types, format, examples.

Write the amount of the check you wrote for petty cash after this entry. Select the items below that would cause the bank statement balance to differ from the depositors book balance. To analyzing the individual payments you have to just total individual expenses columns. When you move cash from your bank account into petty cash, you should see it in this account. For instance, if you want to purchase espresso for the workplace coffeemaker or paying tolls or stopping meters, petty. Purchase a petty cash box and decide where you are going to keep it. A petty cash book is an accounting ledger may contain transactions of small amount of money for regular expenditures on small items.

Start your book by recording each and every expense and the purpose for which the fund was utilized. Cash the cheque and create your first petty cash fund. Nsf check, deposit in transit, interest paid by bank. The petty cash book will be maintained by a separate cashier known as petty cashier in the accounting field. Youll also want to purchase a lock box for the cash and receipts. Write cr credit and petty cash next and write the same amount as the amount of cash you placed into. Petty cash book template is different from other company financial documents. This cashbook can be adjusted to suit your financial yearend and is. This template is easy to use and an effective way to get control of your operating cash flow and expenses in real cash. Subtract this amount from the calculated amount of cash withdrawn. A petty cash is a cash book used to enter all small or petty expenses obtained. Download cash book excel template 5 types of cash book templates with predefined formulas to help you record routine cash transactions of a company regularly. Process to create petty cash ac in tally soft ware.

Make a list of expenditures from the petty cash account as you make them. In most cases, the petty cash book is an actual ledger book, rather than a computer record. In the company, the petty cash book is usually maintained by the administrative department of the company as the accounts departments are usually occupied by the larger business transactions and also the admin department is only responsible for such kind of expenses. The is only one money column on the debit side and all sum received from time to time by the petty cashier from the chief cashier are entered in it. Petty cash accounting involves establishing a petty cash policy, setting up a petty cash log, creating journal entries, and reconciling the petty cash account. The person who is responsible for the recording the receipts and the payments is known as the petty cashier. If an accountants wants to record all the transactions in the cash book that make the cash book unnecessarily bulky and uneasy. Petty cash book is an accounting book used for recording expenses which are small and of little value, for example, stamps, postage and handling, stationery, carriage, daily wages, etc these are expenses which are incurred day after day. Enter the transaction on the debit or credit side and it will automatically calculate the cash on hand for you. Similarly, when cash is paid out the same is recorded on the credit or right hand side of the cash book. Cash includes currency and coins, although most businesses do not keep much of this type of cash around. Petty cash meaning, examples accounting for petty cash.

Buy blank cash vouchers from the stationary store and keep them in the same set. When cash is received it is entered on the debit or left hand side. The credit side consists of several analysis columns. A separate column is allotted for each type of expenditure. Keep petty cash purchases small, for expenses like postage, parking meters or party supplies. A business uses a petty cash account for tracking physical cash used to make small payments. The cash book is 100% free for you to download and use forever, and it is fully customizable so you can change anything in it. Journal entry for removing money from the petty cash fund. An imprest system of petty cash means that the general ledger account petty cash will remain dormant at a constant amount. Large businesses maintain petty cash book to reduce the burden of main cash book. Add up the total expenditure listed on each petty cash voucher in the petty cash fund the information can also come from the petty cash book. Petty cash book template excel software accountant. The petty cash book is to enter how the cash available for daily expenses are spent for example milk, tea, taxi charges and.

Write the current date, dr debit and petty cash at the top. A petty cash book is generally maintained on a columnar basis a separate column being allotted for each type of expenditure. Most businesses use petty cash for this, monitoring payments in a petty cash book. Simply can say pocket money for offices minor expenses. Keep this log readily available so you can fill it in on a regular basis taking the information off the petty cash vouchers. Petty cash helps your company in carrying out daily operations in an efficient manner, while there is no need to withdraw cash from the company accounts. Download petty cash book excel template exceldatapro. Petty cash financial accounting simple book production. The petty cashier of john and james company paid cash for the following expenditures during march 2018. For smallscale business, simple petty cash book is sufficient but on a medium or large scale business number of petty expenses increases hence it is desirable to have the separate record for each type of petty expenses. Every time you make a purchase, make a note in the book that includes date, amount your spend and the nature of purchase.

For this purpose, a petty cashier is appointed by the chief cashier. The cash book is a chronological record of the receipts and payments transactions for a business. You or your petty cash cashier must also create journal entries showing what petty cash funds go toward. Each employee wishing to make a purchase should go through this representative, rather than leaving the. Cash book is a book of original entry in which transactions relating only to cash receipts and payments are recorded in detail. During the month of april 2016, following disbursement were made from cash fund. Petty cash book is maintained to record small expenses such as postage, stationery, telegram.

Petty cash book explanation, format, example, ordinary. How to set up and maintain a petty cash account basic. Attached to that list should be receipts for each expenditure. The cash can be kept in a small safe or locked file cabinet, perhaps in an manila envelope. Petty cash accounting procedures reconciliation uses. Petty cash book is a readytouse excel template to systematically record and manage your petty or small daily routine payments. Thus, the book is part of a manual recordkeeping system. Record and monitor all cash on hand transactions with this petty cash book template. In a imprest system, a cashier is provided a small amount to meet the petty expenses of a given period and is authorized to make such payments and to record them in a separate cash book. The bookkeeping master believes it is time for another excel tutorial, this time the tutorial being on how to create a petty cash account using excel petty cash refers to a small amount of physicaltangible cash that is kept by a business for small expenses.