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Petty Cash Accounts For Your Small Business

Managing a Petty Cash Account for Your Small Business

With a petty cash account in place, you can ensure recording even the smallest of transactions. The process includes a set of rules, policies, form templates, procedures and controls that a company uses to manage its petty cash fund. There are downsides, especially when it comes to knowing how to use petty cash properly. For example, it is easy for employees to abuse, and it can cost your company money. But there are many advantages that come with having a petty cash fund. Set up a drawer or box where the physical cash can be stored safely.

Have other employees go through this person when money is needed. This is where having extra money on hand, also known as “petty cash” is helpful. Learn what petty cash is, what it’s used for, and how to set up a petty cash fund for your business.

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You’ll want to ensure that the money isn’t mishandled, and you’ll want to make sure that those little expenses are accounted for when tax time rolls around. Here’s how you can set up an effective, easy-to-manage petty cash system. The petty cash log is one of the most important components of managing petty cash. Any transactions made into or out of petty cash need to be recorded on the petty cash log. It’s also important that any money disbursed out of the petty cash fund have a receipt. Petty Cash is an asset account that is used to pay for very small business purchases when going through a formal requisition process does not make sense.

  • This software also connects to your bank account and credit card so your expenses update automatically (and daily!).
  • Free petty cash log templatesto do some of the work for you.
  • It is the fund or cash that a business keeps in hand to pay for small expenses, such as postage due, reimbursement, office supplies, food or drinks, etc.
  • The first payment to petty cash should be placed in the log as a petty cash deposit.
  • Once the purchaser buys the products he set out for, he should return to the custodian with the receipt and change.
  • Reconciling your petty cash account means comparing the amount of money in your petty cash fund to the receipts and invoices for the expenses that have been paid with petty cash.
  • For example, for Jane to get reimbursed for the donuts she purchased for the meeting, she needs to provide a receipt.

The amount of money kept on hand varies by organization, but most businesses establish a petty cash fund between $50 and $500. This money is typically kept in a secure location within the office, such as a locked drawer or cash register, and the business will use a system to keep track of deposits and withdrawals. Managing your petty cash fund successfully from an accounting perspective starts as soon as you issue that first check made payable to cash. If you’ve decided to carry a float of $200 for example, your journal entry will involve a debit of $200 to your Petty Cash account, and a credit of $200 to your regular Cash account.

Step 3: Reimburse Receipts And Record Expense In The Petty Cash Log

The term “petty cash” refers to the small cash fund a business keeps on hand to cover small emergency and unexpected expenses. The term “cash on hand” refers to all the liquid assets a business has. Cash on hand refers to all the money you have in your safe and in bank accounts, including the actual bills and coins you have in your petty cash fund.

  • Make sure it’s secure as well, such as having a combination lock or a key lock – anything which makes it difficult to tamper with.
  • For your business to be as healthy and successful as possible, you need to keep an eye on profit, cash flow and petty cash.
  • Friday afternoon is one option–and be sure to add this task as a recurring appointment on your calendar.
  • To find out which accounts to debit, the custodian consolidates the petty cash vouchers and summarizes the reasons for expenditure.

Bench assumes no liability for actions taken in reliance upon the information contained herein. If you’re really against doing your own books you can hire an accountant or in-house bookkeeper, but this route is usually too expensive for a small business. Working with a remote bookkeeping service will still provide you with all the value you could get from an in-office bookkeeper but at a fraction of the cost. Outsourcing your bookkeeping is more affordable than you would think. We save you money the moment you hire us by cutting out the expensive cost of hiring an in-house CFO. By following these procedures, you will have a system in place for handling cash that is traceable.

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The petty cash book records the minor expenses of businesses properly and systematically. It is necessary to manage it well, being a helpful element in providing necessary numbers and accounting data.

Managing a Petty Cash Account for Your Small Business

After the owner or bookkeeper records all expenses in the books, cash must be taken from the checking account to replenish the petty cash box. Record the transfer of cash by debiting Petty Cash and crediting Checking Account. Every month, or as cash is needed, the custodian should summarize the petty cash log by expense account and record a journal entry debiting each expense and crediting petty cash. A petty cash fund is a small amount of cash on hand, usually less than $500, used to cover incidentals or petty expenses. Accounting for petty cash can be either done manually, since it only deals with small expenses, or made easier with bookkeeping software and employee expense cards.

Do: Specify What It Can Be Spent On

For example, if your petty cash fund is $100, you may want to reimburse the fund when it drops below $15. We’ll provide you with best practices and show you the easy way to set up and use petty cash. Your postage machine just stopped working, and you need to send one of your employees to the post office fast to get some stamps.

Every business needs petty cash to make small transactions on a daily or weekly basis. Think of it as a small amount of money that you have on hand for these ‘petty’ expenses rather than always having to use a cheque. Hence, documenting all of your petty cash transactions maximizes the opportunity to take advantage of the tax deductions available for those expenses.

How To Disburse Petty Cash

Eric Gerard Ruiz is an accounting and bookkeeping expert for Fit Small Business. He completed a Bachelor of Science degree in Accountancy at Silliman University in Dumaguete City, Philippines. Before joining FSB, Eric has worked as a freelance content writer with various digital marketing agencies in Australia, the United States, and the Philippines. Based on the information above, fill out the fields to record the expense.

Managing a Petty Cash Account for Your Small Business

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Replace Petty Cash With Spend Management

In your personal life, there are times that you will make large purchases, and other times that you will make smaller ones. Accounts payable ledgers will help you control your expenditures and payables. If you maintain accurate payable ledgers, it will be easy for you to double check the bills you get from your suppliers.

  • Since it records smaller transactions and payments, accountants can easily access minor details.
  • In this case, you might want to consider installing a camera or taking away access until you figure out who’s stealing.
  • These are slips, often available at office supply stores, that detail information about the payment.
  • Describe the reason for the transaction, such as purchasing office supplies.
  • Also, a company must clearly state the employees that can use the fund.
  • This will help you keep a closer eye on how much you’re spending as a small business owner.

At the top of the bank reconciliation, enter the ending balance from the bank statement. Compute the general ledger cash account to arrive at your ending cash balance.

These are slips, often available at office supply stores, that detail information about the payment. In most cases, a staff person buys something for the business and then gets reimbursed for that expense.

We can also say that these are the expenses that a company pays without writing a check. Or when the company Managing a Petty Cash Account for Your Small Business feels it is unreasonable to issue a cheque. There is no fixed amount that a company keeps as petty cash.

The total debit in the expense accounts will equal the credit of the petty cash account. Once there is enough cash in the petty cash box, the business can start using it for small transactions. The custodian should require a receipt for each petty cash purchase. Every time an employee spends money from the petty cash fund, they fill out a petty cash slip.

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