Why Petty Cash Is Important To Small Businesses

How To Use Petty Cash

Cash and cash equivalents is a line item on the balance sheet, stating the amount of all cash or other assets that are readily convertible into cash. Any items falling within this definition are classified within the current assets category in the balance sheet. Designed for freelancers and small business owners, Debitoor invoicing software makes it quick and easy to issue professional invoices and manage your business finances.

In his article for the Institute of Internal Auditors, bank auditor Umair Danka notes that there’s a significant risk of petty cash being spent on non-business activities. To combat this, make sure your employees understand upfront what petty cash can and can’t be spent on.

When a case of fraudulent use of funds is identified, the software automates the workflow process to enact additional internal controls. Such controls are necessary to prevent any further fraud from occurring. Some examples, in addition https://www.bookstime.com/ to coffee, are postage, office supplies, and breakfast or lunch for a meeting. Clearly there are many other low dollar expenses it could be used for including reimbursement of an employee for buying something small for the office.

Luke Arthur has been writing professionally since 2004 on a number of different subjects. In addition to writing informative articles, assets = liabilities + equity he published a book, “Modern Day Parables,” in 2008. Arthur holds a Bachelor of Science in business from Missouri State University.

How do you maintain petty cash?

How to Maintain a Petty Cash Fund 1. Determine the amount of petty cash required.
2. Write a check to “Cash” to establish the petty cash fund.
3. Store the cash in a locked box under the control of a trusted employee.
4. As cash is required, the petty cash fund is used.
5. As the cash in the fund is depleted, gather all the receipts and total them.

While petty cash is a relatively small amount of money, it can be easily stolen or abused if you don’t handle it right. Integrated storage allows all records to be easily linked directly to the transaction details. This also makes it easy for internal auditors to review petty cash records. This can involve examining who had access to funds, looking for missing receipts, and tracking down undocumented deposits. In cases where discrepancies are the result of fraud, additional internal controls are designed to prevent further occurrences.

Petty Cash Procedure

An imprest is an account businesses use to pay for small, routine expenses. A fixed balance is maintained in the account, and it is replenished routinely. There might be a petty cash drawer or box in each department for larger corporations. Furthermore, keep a Microsoft petty cash account Excel doc or other spreadsheets that tracks who spent what, when it was spent, and the total amount of spending for both the month and year to date. Not only will this help you hold employees accountable, it will also ensure you’re more prepared at tax time.

Definition Of Petty Cash

Documenting one’s transactions is a way where business documents are used to keep track of the transactions. You need to have records that can support your deductions for the small business expenses. Petty cash or a petty cash fund is a small amount of money available for paying small expenses without writing a check. Petty Cash is also the title of the general ledger current asset account that reports the amount of the company’s petty cash.

A petty cash book is a ledger kept with the petty cash fund to record amounts that are added to or subtracted from its balance. Petty cash should be part of an overall business accounting system that documents how your business moves funds between one account and another and how it spends its money. Petty bookkeeping cash is a small amount of money, but it adds up quickly as it’s replenished. To track the cash, create a petty cash account in the asset section of your chart of accounts. When you’re ready to replenish the fund, record the expenses in your accounting software based on the petty cash expense log.

If the petty cash fund is over, a credit is entered to represent a gain. If the petty cash fund is short, a debit is entered to represent a loss.

  • When disbursing cash from the fund, the petty cash custodian prepares a petty cash voucher, which should be signed by the person receiving the funds.
  • As you make each payment, you will need petty cash slips or a transaction list.
  • Cash should only be released for requests that fall within the following petty cash guidelines.
  • As you start out, keep track of how much is in the petty cash box or drawer at the beginning of each day.

Once you have a list of transactions, make sure that a receipt is present for every purchase. It’s also a good idea to sort each receipt into the appropriate expense category and get the total expenditure for each one. It’s a good idea to mix up how much you have stored in the box. It’s quite easy to head to an office supply store and buy a metal lockbox. Petty cash is also important because having small amounts of cash-on-hand for business expenses means you don’t have to dip into your own pockets.

However, there are important reasons why petty cash and knowing how to track it is essential. and repeat steps 3 to 5 for any other expenses that have been paid from petty cash. Have the disburse cash counted as well since it is significant to prove the amount of money being settled. Once there is a receipt that verifies a person being reimbursed, it needs to be stapled to the voucher. With this method, tracking types of expenditures made can be charged at various accounts.

explain petty cash transactions

Then next is that you may have to wait a few days for the bookkeeper to cut the check when other bills are paid. Meanwhile, the office is without coffee and your coworkers are grumpy and difficult to work with. It’s one of the many templates we’ve put together in a useful pack that will retained earnings help you better manage your business, such as profit and loss, cash flow and much more. Describe the reason for the transaction, such as purchasing office supplies. This way, any transaction above the limit can be handled through the normal purchasing process as an account payable.

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 .

The petty cash custodian then disburses petty cash from the fund in exchange for receipts related to whatever the expenditure may be. There is no journal entry at this point; instead, the cash balance in the petty cash fund continues to decline, while the number of receipts continues to increase.

The petty cash funds account is usually evaluated at the end of each month, to check whether the amount of money left matches the amount of money taken out during the month. Whenever the petty cash funds are used to pay for something, it is required what is petty cash transactions to provide a receipt for that transaction. Receipts are used to verify the balance in the petty cash funds. One of the conveniences of the petty cash fund is that payments from the fund require no journal entries at the time of payment.

Although there can be minor variances, when unbalanced, the source of the discrepancy should be identified and corrected. If everything adds up and you’re simply burning through petty cash regularly, evaluate your spending and look for areas to cut. For example, if you’re buying tons of office supplies week after week, maybe you should look into bulk ordering the supplies to cut down on spending. If you need help getting a petty cash log started, look up some free petty cash log templates to do some of the work for you. Petty cash is often used to make change for customers and pay for small, erratic expenses that pop up.

Why do we need petty cash?

Why Keep Petty Cash? A petty cash fund is generally kept so that employees of a business can make small purchases without having to requisition money, use a company credit or debit card, or have a check cut. These types of transactions require more time and paperwork to complete.

A petty cash fund will undergo periodic reconciliations, with transactions also recorded on the financial statements. There might be a petty cash fund, which can be a drawer or box, in each department for larger corporations. When you put money into the fund, you must create a journal entry debiting your Petty Cash account and crediting your Cash account.

explain petty cash transactions