Petty Cash Log Template and Guide to Using Cash Box
Posted in Bookkeeping

If you plan to use petty cash for small business purchases like postage and office supplies, it may be handy to use the petty cash log to keep track of your transactions. Keeping careful records of cash expenditures will be a huge help when it comes time to reconcile your petty cash account. However, using accounting software, like QuickBooks Online, can make managing petty cash expenses easier and faster because it simplifies the recording of expenses. The petty cash custodian refills the petty cash drawer or box, which should now contain the original amount of cash that was designated for the fund. The cashier creates a journal entry to record the petty cash receipts. This is a credit to the petty cash account, and probably debits to several different expense accounts, such as the office supplies account (depending upon what was purchased with the cash).

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  2. If the employee needs to spend more than the petty cash request limit, they can use the business credit card.
  3. A neutral person is engaged to check whether the petty cashier uses the petty cash properly.
  4. Read this article to discover what petty cash is, its different procedures, and how to manage it.

The articles and research support materials available on this site are educational and are not intended to be investment or tax advice. All such information is provided solely for convenience purposes only and all users thereof should be guided accordingly. For this purpose, he is given a small amount and a separate book to record these small payments. Average acceleration is the object’s change in speed for a specific given time period. Similarly, payment is restricted out of this fund for some heads of expenditure such as payment of the short-term loan to employees. Determine a float amount when you open a petty cash fund for your small business.

A petty cash fund is a small amount of cash, usually less than $500, used to cover incidentals or petty expenses. While a petty cash fund may not be necessary if you work solo, if you have even one employee, it may be worth it to set up a petty cash fund to manage those unexpected expenses properly. The Internal Revenue Service (IRS) recommends filing out petty cash slips and attaching them to receipts to record and document petty cash expenses. By having a petty cash cashier and a petty cash custodian, the dual-process helps to keep the funds secure and ensure that only those authorized have access to it.

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These expenses might be recurring or might be one-off, but the common denominator is that they are insignificant to be kept under the track in a separate account. A column for “sundries” is usually added for miscellaneous payments. When a petty expense is recorded on the right-hand side of the book, the same amount is also recorded in the proper expense column. Imprest systemThe word “imprest” means – A fund that a business uses for small expenditures and usually restores to a fixed amount after a period of time.

To combat this risk, keep the petty cash in a locked filing cabinet or cash box. Only you and the employee designated to oversee the fund should have the keys. Following our discussion on petty cash book; you should explore our guide on principles of accounting. Some examples of petty cash expenses include stationery costs, printing costs, and regular plumbing works.

Trial Balance

This should be small enough that employees won’t be tempted to steal it but large enough that you don’t have to replenish it too often. Pick a dollar amount you think will cover small office expenses for a month or so. A petty cash fund between $100 and $500 is sufficient for many small businesses. Petty expenses are recorded in petty cash book in chronological order of dates instead of the cash book. The employee, who keeps the petty cash book, is called petty cashier. This format is an excellent way to monitor the current amount of petty cash remaining on hand.

Verification of arithmetical accuracy of petty expenses

In most cases, the petty cash book is an actual ledger book, rather than a computer record. The petty cash book has declined in importance, as companies are gradually eliminating all use of petty cash, in favor of using company credit cards. At the end of an accounting period a count of the petty cash shows that the fund contains cash of 240 and expense vouchers for supplies of 40 and postage of 20. After you establish a float amount, you should also determine an amount when you need to replenish your petty cash.

Cash received by the petty cashier is recorded on the debit side, and all payments for petty expenses are recorded on the credit side in one column. He, therefore, usually delegates the responsibility for handling small day to day cash transactions to a bookkeeper, receptionist or some other reliable staff member. Like a general cash bookkeeper petty cash book, a petty cash book has a debit and a credit side. All receipts are recorded on the debit side and all payments are recorded on the credit side of petty cash book by the petty cashier. A petty cash book is just as its name suggests a book which is used for the purpose of recording small amounts of expenses in a business.

Petty Cash Entry After Liquidation.

For this purpose, a cheque is given to the petty cashier for a definite sum of money by the company. Small or large companies maintain 2 types of Petty Cash Book for all cash transactions of a business. Two types of Petty Cash Book maintained by small or large companies for easy, quick and accurate recording of all cash transactions. The balance in the petty cash account is now $300, which is where it was originally authorized to be. Here is a free petty cash spreadsheet in Excel plus petty cash vouchers – download and use to maintain your petty cash records. Ensure your petty cash procedures are up to scratch so that you can confidently reconcile your cash expenses at the end of every month and claim them for tax purposes.

As the petty cashier does not collect cash, he can pay more attention to the expenses incurred and their proper recording. This enables your petty cash manager to monitor where money goes, who needs reimbursement, and when they need to replenish your company’s petty cash. You can deduct some petty cash purchases from your business taxes if you have the proper records to support your claims. Your petty cash records might be inaccurate due to employee theft or accounting errors. Some businesses put $50 into their petty cash fund while others put $250—the amount of your fund depends on your business needs.

It works well to cover small impromptu expenses—like a tip for the kid delivering pizzas to the lunch meeting, or cab fare home for employees working late. It saves the hassle of reimbursing people or expecting them to pay out-of-pocket for work-related items. The reconciliation process ensures that the fund’s remaining balance equals the difference between the original balance minus charges detailed on receipts and invoices.

Petty cash refers specifically to money—literally, coins and bills—that a company keeps on hand for small outlays, usually because using cash is easier than using a check or credit card. In the upper right portion of the window, click the green New button to create a petty cash account. The remaining $185 on hand is what’s left of the $500 petty cash fund after reimbursements.

He has been the CFO or controller of both small and medium sized companies and has run small businesses of his own. He has been a manager and an auditor with Deloitte, a big 4 accountancy firm, and holds a degree from Loughborough University. In this whitepaper, Small Business Guide for Improving Cash Flow, we discuss the importance of improving your small business’ cash flow. Doing so allows you to cut costs, increase profit, and have enough resources to grow your company and expand your team.

First, click Add Deposit then fill out all the required information. Heather needs a $315 reimbursement to bring the petty cash balance back to $500. Many bookkeepers prefer to combine the second and third journal entries above if the cash is replenished at the same time as expenses are recorded, which is generally the best practice. By combining the journal entries, Petty Cash isn’t adjusted and the expenses are recorded coming directly from the checking account.

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