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Usually, companies use the imprest system to handle their petty cash funds. After collecting receipts from your employees, update your books to show the used petty cash. You must debit your Postage, Meals and Entertainment, and Office Supplies accounts and credit your Petty Cash account. Your available cash should always match the amount recorded in your petty cash log.

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A petty cash fund is established by transferring a specified amount of cash from the general checking account to a person who is given custodial responsibility for the fund. Besides maintaining a main or general cash book, many companies also maintain a small cash book known as petty cash book to record small day to day expenditures of the business. Your company credit card statement, which you can download to Excel or your accounting software, has all of the information you need (e.g., amount, date, payee). QuickBooks will record a debit to the Petty Cash Fund and a credit to the Business Checking account after this transaction is saved. The balance sheet will be the sole financial report impacted since this transaction includes two asset accounts. The accounting for petty cash is straightforward once the source of the transaction is determined.

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Remember to record petty cash expenses in your accounts as journal entries. You must record petty cash transactions, even if you think they’re too low to matter. Without a petty cash system, using small cash amounts periodically can add up to a major discrepancy in your books. And when you maintain records of all your business’s expenses, you can claim tax deductions. Before establishing a petty cash fund at your small business, be prepared to create a petty cash accounting system. Each time you tap into a petty cash fund—that is, take money out—a slip or voucher should be filled out.

Place the selected steps below in the order of occurrence. We’ll provide you with best practices and show you the easy way to set up and use petty cash. Disbursement is the act of paying out or disbursing money, which can include money paid out for a loan, to run a business, or as dividend payments. A deposit in transit is money that has been received by a company and sent to the bank, but it has yet to be processed and posted to the bank account. 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.

Cash, in many cases, remains the quickest, simplest, easiest way to pay for things. 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. If the remaining balance is less than what it should be, there is a shortage.

book balance

It may require another person to approve the transaction before releasing cash. Under ordinary system, a lump sum amount of cash is given to the petty cashier. When the whole amount is spent, the petty cashier submits the details of petty expenditures recorded in the petty cash book to the head or chief cashier for review. The cash allocated for petty expenditures for a specific period is entered on the credit side of general cash book and on the debit side of petty cash book. Using prepaid company credit cards instead of petty cash is a much safer and more automated procedure.

Petty Cash: Definition

This multiple streams of income entry lists petty cash expenditures by expense type. A typical petty cash journal is a preprinted form, perhaps one purchased from an office supply store. From left to right, it typically contains a row in which to enter a voucher number, the voucher date, and the total amount of expenditure itemized on the voucher. The form then continues with a number of additional columns for common expenses, such as supplies, meals, postage, and travel expenses.

For example, for Jane to get reimbursed for the donuts she purchased for the meeting, she needs to provide a receipt. The receipt will be used later as back up for recording the petty cash transaction as an expense in your general ledger. Jane stops to pick up two boxes of donuts, leaving her with $5 in her wallet.

  • 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.
  • DateAccountNotesDebitCreditXX/XX/XXXXPetty CashAdding to petty cash accountXCashXWhen the petty cash fund gets too low, you must refill it to its set amount.
  • He completed a Bachelor of Science degree in Accountancy at Silliman University in Dumaguete City, Philippines.
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Debit Cash $970; debit Collection Expense $30; and credit Note Receivable $1,000. We’re firm believers in the Golden Rule, which is why editorial opinions are ours alone and have not been previously reviewed, approved, or endorsed by included advertisers. Editorial content from The Ascent is separate from The Motley Fool editorial content and is created by a different analyst team. In fact, this card is so good that our experts even use it personally.

Step 4: Reconcile Petty Cash Regularly

AccountDebitCreditTax expense120Office Supplies Expense100Other expense150Cash at Bank370The transaction will increase expenses and decrease cash at bank. At the month-end, the cashier will summarize all expenses during the month and request the petty cash replenish. The job of a custodian is to approve expenditures, maintain records, and request reimbursements for the fund when the remaining cash is low.

cash register

There is no need to make an to the petty cash account because it still shows a balance of $100. 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. These small expenditures are usually paid using coins and currency notes rather than checks. The person responsible for spending petty cash and recording it in a petty cash book is known as petty cashier. The journal entry for petty cash is a record of the money and change that has been deposited in the petty cash account. Withdrawals from the petty cash fund will be considered expenditures.

Review the items below and determine which would cause an increase in the monthly bank statement balance. It records the effects of cash overages and cash shortages. Describe what a petty cash fund is by completing the following sentence. A petty cash fund is used for ______________ payments in order to _______ the time and cost of writing checks for _____ amounts. If you have an office manager, they’re the most likely choice to manage the petty cash fund.

  • On the downside, the convenience of petty cash can also make it a problem, and a risk.
  • This system trains young staff members in handling cash with responsibility.
  • Nonetheless, the accounting for both items is similar since they involve spending or receiving money.
  • Demonstrate the correct journal entry to create the account by choosing the correct action from those below.

This way, they have automated the system or made it smoother. However, companies still need cash at hand to handle various transactions. Consider keeping your petty cash locked in a drawer, safe, or filing cabinet. Consolidations are quick and easy once the operations are automated.

How to set up and use petty cash in your business

ABC is a consulting firm that provides services to other companies. In order to support the business activity, management decides to set up petty cash of $ 5,000 to support the small and urgent payment. Petty cash is the cash that company holds for small payments settled in the office or operation.

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At the month-end, the accountant will summary all expenses and attach all supporting documents. They will reconcile the petty cash balance by comparing the remaining cash on paper with the actual cash count. Small payments are often needed for postage, delivery charges, office supplies, or entertainment expenses. A petty cash fund provides an efficient way of handling these payments. Under imprest system, a fixed amount of money known as float is given to the petty cashier to meet petty expenditures for an agreed period which usually consists of a week or month.

The replenished form should attach with the supporting documents as the top management did not approve of the individual transaction, so he needs to approve the total amount. This system will only allow the petty cash amount within the float amount. Petty cash refers to a system of holding insignificant sums of funds to pay for minor expenses. Companies use this system to keep money at hand to meet small needs as they arise. As mentioned above, most companies have transferred their money transactions to banks. However, petty cash ensures they have enough money to meet daily needs.


Reliable records are a source of information that managers use to monitor activities. Compute the adjusted book balance and compare it to the adjusted bank balance to verify the equality. Mary Girsch-Bock is the expert on accounting software and payroll software for The Ascent.

Contoh Jurnal Petty Cash, Format, Metode, dan Cara Membuatnya

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