Petty Cash Sample

Excel
Excel Skills
Skills || Petty
Petty Cash
Cash Template
Template
About
About this this template
template
This
This template
template enables
enables users users toto control
control the the expenses
expenses thatthat are
are paid
paid through
through any
any petty
petty cash
cash oror cash
cash float
float system.
system.
reimbursements
reimbursements can be recorded by entering the appropriate transactions details and a monthly petty cash report
can be recorded by entering the appropriate transactions details and a monthly petty cash report is
i
monthly
monthly report includes a 12 month summary of expenses by account and also calculates the petty cash or cash flo
report includes a 12 month summary of expenses by account and also calculates the petty cash or cash flo
monthly
monthly period.
period. YouYou can can addadd as
as many
many accounts
accounts as as required
required and
and the
the report
report can
can be
be rolled
rolled forward
forward for
for subsequent
subsequent period
period
date
date ofof the
the report.
report.
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yy petty
petty cash
cash or
or cash
cash float
float system.
system. All All petty
petty cash
cash expenses
expenses andand
ss and
and a monthly petty cash report is automatically produced. The
a monthly petty cash report is automatically produced. The
calculates
calculates the
the petty
petty cash
cash or
or cash
cash float
float balance
balance at
at the
the end
end of
of each
each
rolled
rolled forward
forward for
for subsequent
subsequent periods
periods by by simply
simply amending
amending thethe start
start
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solutions than
than regular
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Excel templates.
templates. Most
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Excel templates
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eports based on limited user input. You also don't need advanced
based on limited user input. You also don't need advanced
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input and
and include
include comprehensive
comprehensive step
step by
by step
step instructions.
instructions.
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Excel Skills | Petty Cash Template
Instructions
www.excel-skills.com
This template enables users to control the expenses that are paid through any petty cash or cash float system. All petty
cash expenses and reimbursements can be recorded by entering the appropriate transactions details and a monthly petty
cash report is automatically produced. The monthly report includes a 12 month summary of expenses by account and also
calculates the petty cash or cash float balance at the end of each monthly period. You can add as many accounts as
required and the report can be rolled forward for subsequent periods by simply amending the start date of the report.
The following sheets are included in this template:

Data - all petty cash expenses and reimbursements should be recorded on this sheet.
Report - the 12 month petty cash report on this sheet is automatically compiled based on the transactions that are entered
on the Data sheet and the start date that is specified in cell D2. The report includes 9 default accounts but you can add as
many accounts as required by simply inserting the appropriate number of new rows, entering the account number &
description and copying the existing formulas from all the columns with a light blue column heading. No other user input is
required on this sheet.
Journal - this sheet includes a general ledger journal summary which enables users to easily record petty cash or cash
float expenses in any accounting system. The report is automatically calculated based on the journal number that is
entered in cell B4 - the journal number that is entered in this cell should be the same as the journal number that is entered
in column B when recording transactions on the Data sheet.
Record Petty Cash Transactions
All petty cash or cash float transactions should be entered on the Data sheet. The columns with a yellow column heading
require user input while the columns with a light blue column heading contain formulas that should be copied for all new
transactions that are entered. The Data sheet includes the following columns:
Transaction Date - enter the petty cash transaction date. Note that all dates should be entered in accordance with the
regional date settings that are specified in the System Control Panel.
Journal Number - enter a general ledger journal number. This journal number is used to group transactions together
when calculating expense account totals for the purpose of recording petty cash expenses in your primary accounting
system. The account totals on the Journal sheet are automatically calculated based on the journal number that is specified
in this column.
Voucher Number - if you are using a petty cash or cash float voucher system, the voucher number should be entered in
this column. If you don’t use a voucher system, we recommend that you enter a transaction number in an ascending
numerical sequence in this column.
Supplier - enter the name of the appropriate supplier in this column.
Reference - enter a transaction reference in this column that will enable you to trace the petty cash transaction to its
supporting documentation. For example an invoice number or a cash receipt number.
Description - enter a description of the transaction that will enable you to easily determine the nature of the transaction.
Inclusive Amount - all petty cash expenses should be recorded as negative values and all petty cash reimbursements
should be recorded as positive values. All the amounts in this column should include sales tax.
Account - select the appropriate account number from the list box. The list box in this column will include the account
numbers and descriptions of all the accounts that have been added to the Report sheet. New accounts will therefore have
to be added to the Report sheet before being available for selection.
Tax Code - select a tax code of "A" if the transaction is subject to sales tax and a tax code of "E" if no sales tax is
applicable to the transaction. Note that the appropriate sales tax percentage should be entered in cell I2.
Sales Tax Amount - the formula in this column calculates the sales tax amount based on the tax code that is selected in
the previous column and the sales tax percentage that is specified in cell I2. If a sales tax code of "E" is selected in the
previous column, the sales tax amount will be nil.
Exclusive Amount - the formula in this column deducts the sales tax amount that is calculated in the previous column
from the inclusive amount that is entered in column G.
Error Code - the formula in this column displays an error code if invalid transaction data is entered. Refer to the Error
Codes section of these instructions for more information about the error codes that may be encountered.
Page 3 of 11
Instructions
Note: The list box in the Account Number column contains both the account number and the account description, but only
the appropriate account number should be selected when allocating transactions. Excel actually does not allow the
inclusion of two columns in a list box, but we have implemented a work around in order to provide the account description
together with the account number. However, because of the implementation of this feature, you will not be able to enter
the account number into this column and all account numbers should therefore be selected from the list box or copied from
an existing, similar transaction. You may also notice that all the cells in the Account Number column contain an error
message that refers to a data validation error - this is to be expected because of the work around that we implemented
and can safely be ignored.
Note: All the transactions on the Data sheet should be entered in a continuous cell range otherwise some transactions
may not be included in the petty cash and journal reports. No blank rows should therefore be inserted anywhere between
the first and last rows on the Data sheet.
Note: The petty cash reimbursement transactions that are recorded on the Data sheet should all be allocated to the
default "BANK" account by selecting this default account from the list box in column H. The journal number and voucher
number for reimbursement transactions should always be nil and the supplier, transaction reference and description
should all refer to a reimbursement type transaction.
Note: All the column headings on the Data sheet contain a filter selection arrow. This useful feature enables you to filter
the transactions that are included on this sheet according to requirements. For example, the Custom filter option can be
used to display a complete list of transactions that are dated between the first and last day of any particular month. The
totals above the column heading row will also only include the filtered transactions that are included on the sheet.
Error Codes
The following error codes may result from inaccurate input on the Data sheet and will be displayed in the Error Code
column and highlighted in orange. The heading of the affected input column will also be highlighted in orange:
■ E1 - this error code means that a positive value has been entered in column G for a petty cash transaction or that a
negative value has been entered for a reimbursement transaction. All petty cash expenses must be entered as negative
values and all reimbursement transactions must be entered as positive values and allocated to the default "BANK"
account.
■ E2 - this error code means that the account number that has been selected in column H is invalid. All the accounts that
have been entered on the Report sheet will be included in the list boxes in column H and the error can therefore be
rectified by simply selecting a valid account number from the list box. New accounts must be created on the Report sheet
before being available for selection.
Note: Input errors may result in inaccurate petty cash calculations and it is therefore imperative that all errors are resolved
before reviewing the petty cash report on the Report sheet.
Recording the Opening Balance
The initial petty cash or cash float opening balance needs to be recorded by entering an opening balance transaction on
the Data sheet. The transaction date should be the month end date that precedes the initial template start date that is
specified in cell D2 on the Report sheet. The voucher and journal number for this transaction should be nil; the supplier,
reference and description should refer to the opening balance; the amount should be the opening balance amount; the
"BANK" account should be selected as the account number and a tax code of "E" should be selected from the list box in
the tax code column.
Page 4 of 11
Instructions
Example: If the first monthly period that you want to include in the petty cash report is March, the opening balance as at 28
February should be entered as an opening balance transaction on the Data sheet. The transaction date should be 28
February and the opening balance amount should be entered in the Inclusive Amount column. All the opening balances for
subsequent periods will be calculated automatically after you amend the start date in cell D2 on the Report sheet.
Page 5 of 11
Instructions
Petty Cash Report
The petty cash expense report on the Report sheet is automatically compiled based on the transactions that are recorded
on the Data sheet and the start date that is specified in cell D2 on the Report sheet. The report includes 9 default accounts
but you can add additional accounts and customize the default account numbers and descriptions as required.
It is also not necessary to use the default account format which consists of a two letter code (indicating income statement
accounts) and a 3 digit number for the account number. You can specify any account number format by simply editing the
account numbers in column A on the Report sheet and entering the appropriate account descriptions in column B.
Additional accounts can be added by simply inserting a new row anywhere above the "BANK" account, entering the new
account number in column A and the account description in column B and copying all the formulas in the columns with a
light blue column heading. You can also delete accounts if you wish to do so but care should be taken not to delete
accounts to which entries have been allocated on the Data sheet because this may result in an inaccurate petty cash
expense report and balance calculation. If an account is deleted and entries have been allocated to the account, an error
code of E2 will be displayed in the Error code column and the codes will only be removed once the appropriate
transactions have been allocated to a valid account.
Note: The default "BANK" account refers to the appropriate bank account that is used to reimburse the petty cash or cash
float. This default account has been included in the template in order to record the petty cash reimbursements and to
calculate an accurate petty cash balance. The default account should not be amended or deleted otherwise it may result
in inaccurate petty cash balance calculations. The "BANK" account should therefore be selected from the list box in
column H on the Data sheet for all the petty cash or cash float reimbursement transactions that are entered on the Data
sheet.
Note: The default "TAX" account refers to the appropriate sales tax account to which the sales tax on all petty cash
transactions should be allocated. This account should not be selected when allocating transactions because sales tax
liabilities are typically not settled through petty cash or cash floats.
The 12 month reporting period that is included on the Report sheet is determined based on the start date that is entered in
cell D2. After specifying the initial opening balance, the petty cash expense report can be rolled forward for an unlimited
number of future periods by simply entering a new start date in cell D2. All the calculations on the Report sheet are
automatically adjusted based on the date that is specified.
General Ledger Journal
This template enables users to control any petty cash or cash float system independently from the primary accounting
system but it will also be necessary to record petty cash expense totals in the primary accounting system. A general ledger
journal is commonly used to record petty cash or cash float expenses and we have therefore included the Journal sheet in
order to facilitate an automated calculation of the appropriate journal entries.
The calculations on the journal sheet are automated and based on the journal number that is specified in cell B4. The
journal number that is entered in this cell should be the same as the journal number that has been entered in column B on
the Data sheet. The calculation of the journal entries effectively groups all the entries on the Data sheet that have been
assigned the same journal number together in order to reflect one total per expense account for all of these entries.
Page 6 of 11
Instructions
This effectively means that the journal number that is entered in column B on the Data sheet determines which entries are
grouped together and for which totals per expense account are calculated on the Journal sheet. After recording the
appropriate general ledger journal in the primary accounting system, you can refer back to the journal calculation by
simply entering the appropriate journal number in cell B4. The individual transactions that make up the journal entries on
the Journal sheet can be listed on the Data sheet by using the filter feature and simply selecting the appropriate journal
number.
Page 7 of 11
Instructions
Note: Only the first 50 accounts that are included on the Report sheet will be listed on the Journal sheet. If you require
more than 50 expense accounts to be included in your journal entries, simply copy the formulas in one of the existing rows
to the appropriate number of new rows. There is no limit on the number of additional accounts that you can include in the
journal calculations on the Journal sheet.
Aside from entering a journal number in cell B4, the only other user input that is required on the Journal sheet is entering
the appropriate petty cash control and sales tax control accounts in cells A7 and A8. This input is only required if you need
to record petty cash expenses in a primary accounting system and the account numbers that are used for the petty cash
control and sales tax control accounts in the primary accounting system should therefore be entered in these input cells.
Template Settings
The functionality that has been included in this accounting template uses data validation, conditional formatting and
named cell ranges in order to validate all user input and to produce the reports that form part of this template. Most of the
formulas that are used in this template are based on named cell ranges that include the first 1,000 rows on the Data sheet.
When the number of transactions that you've recorded on the Data sheet reaches this limit, you will therefore have to
extend the default number of rows in order to include all your transactions in the template calculations.
The named ranges can be extended by accessing the main Insert menu, selecting Name, and selecting Define in order to
open the Define Name dialog box. The calculations that include the transactions on the Data sheet are all based on the
"Records" named range. This named cell range includes a default value of 1,000 - you can therefore extend the number of
transactions that are included in the template calculations by simply entering a new value for this named range and
clicking the OK button.
The data validation features that are used to validate user input on the Data sheet have been implemented in the first
1,000 rows on this sheet. Before you reach this limit, you can simply copy one of the blank rows before row 1,000 and
paste the cells in this row into the required number of additional rows. This action will copy all the data validation features
to the target cell range.
Help & Customization
If you experience any difficulty while using this template and you are not able to find the appropriate guidance in these
instructions, please e-mail us at support@excel-skills.com for assistance. This template has been designed with flexibility
in mind to ensure that it can be used in most business environments. If however you need an Excel based template that is
customized specifically for your business requirements, please e-mail our Support function and provide a brief explanation
of your requirements.
© Copyright
This template remains the intellectual property of www.excel-skills.com and is protected by international copyright laws.
Any publication or distribution of this template outside the scope of the permitted use of the template is expressly
prohibited. In terms of the permitted use of this template, only the distribution of the template to persons within the same
organisation as the registered user or persons outside the organisation who can reasonably be expected to require access
to the template as a direct result of the use of the template by the registered user is allowed. Subsequent distribution of
the template by parties outside of the organisation is however expressly prohibited and represents an infringement of
international copyright laws.
Page 8 of 11
Petty Cash
Transactions Sales Tax % 14.0%
© www.excel-skills.com 858.62 -1,883.84 2,742.46
Transaction Journal Voucher Inclusive Account Tax Sales Tax Exclusive Error
Date Number Number Supplier Reference Description Amount Number Code Amount Amount Code
2/28/2016 0 0 Opening O/B Opening Balance 650.00 BANK E - 650.00
3/3/2016 1201 54 Post Office Cash Postage -23.94 IS-355 A -2.94 -21.00
3/5/2016 1201 55 Interflora IN1521 Flowers - Office -148.20 IS-345 A -18.20 -130.00
3/15/2016 1201 56 SPAR Cash Cleaning Consumables -363.66 IS-330 A -44.66 -319.00
3/25/2016 1201 58 Casuals Cash Casual Wages -342.00 IS-365 E - -342.00
3/31/2016 0 0 Current Bank Account Cash Petty Cash Reimbursement 1,140.00 BANK E - 1,140.00
On
On this
this sheet:
sheet:
4/14/2016 1202 61 Waltons WT9120 Paper -640.68 IS-370 A -78.68 -562.00
Record
Record all
all petty
petty cash
cash expenses
expenses andand reimbursements
reimbursements on on this
this sheet.
sheet. TheThe monthly
monthly
4/15/2016 1202 petty 62 report
petty cash
cash SPAR
report and
and the
the journal
journal report areCash
report are automatically Cleaning Consumables
automatically compiled
compiled based
based onon the
the -216.60 IS-330 A -26.60 -190.00
4/16/2016 1202 transactions
63
transactions that
that are
Incredible recorded
recorded on
areConnection on this
this sheet.
Cash All
sheet. All the
the columns
USB with
columns with aa yellow
yellow -241.68 IS-325 A -29.68 -212.00
4/16/2016 1202 column
column64 heading
heading require
require user
Interflora user input
input while
while thethe columns
columns with
IN1764 aa light
withFlowerslight- blue
blue column
Office column -148.20 IS-345 A -18.20 -130.00
heading
heading contain formulas
formulas that
that need
need toto be copied
copied for
for all
all new transactions that
4/25/2016 1202 65 contain Casuals beCash new transactions
Casual Wages that -342.00 IS-365 E - -342.00
are
are entered.
entered.
5/20/2016 1203 70 BB Printers A122 Printing - Flyers -1,135.44 IS-310 A -139.44 -996.00
6/12/2016 1204 75 Dros Cash Staff Entertainment -1,151.40 IS-335 E - -1,151.40
7/18/2016 1205 82 Interpark Cash Parking - Airport -640.68 IS-390 A -78.68 -562.00
9/3/2016 1207 91 Incredible Connection Cash 25 CD Pack -51.30 IS-325 A -6.30 -45.00
12/17/2016 1210 115 Tops IN99823 Staff Entertainment -1,112.64 IS-335 E - -1,112.64
2/4/2017 1212 126 Incredible Connection Cash Ink Cartridge -364.80 IS-325 A -44.80 -320.00
2/26/2017 1212 131 Beck Winery Cash Staff Entertainment -940.50 IS-335 E - -940.50
Page 9 of 11
Petty Cash
Expense Report Start Date 3/1/2016
© www.excel-skills.com
Account
Number Account Description Mar-2016 Apr-2016 May-2016 Jun-2016 Jul-2016 Aug-2016 Sep-2016 Oct-2016 Nov-2016 Dec-2016 Jan-2017 Feb-2017 Total
IS-310 Advertising & Marketing - - (996.00) - - - (996.00) - - (996.00) - - (2,988.00)
IS-325 Computer Expenses - (212.00) - - - - (45.00) - - - - (320.00) (577.00)
IS-330 Consumables & Cleaning (319.00) (190.00) (234.00) (118.00) (290.00) (212.00) (90.00) (113.00) (145.00) (233.00) (197.00) (124.00) (2,265.00)
IS-335 Entertainment - - - (1,151.40) - - - - - (1,112.64) - (940.50) (3,204.54)
IS-345 Office Expenses (260.00) (390.00) (260.00) (260.00) (260.00) (260.00) (260.00) (390.00) (260.00) (260.00) (260.00) (260.00) (3,380.00)
IS-355 Postage (21.00) (34.00) (22.00) (25.00) (32.00) (28.00) (25.00) (31.00) (33.00) (29.00) (27.00) (25.00) (332.00)
IS-365 Cash Wages (342.00) (342.00) (342.00) (342.00) (342.00) (342.00) (342.00) (342.00) (342.00) (513.00) (342.00) (342.00) (4,275.00)
IS-370 Stationery - (562.00) - - - (438.00) - - (589.00) - (621.00) - (2,210.00)
IS-390 Travelling & Accommodation - - - - (562.00) - - (721.00) - - (421.00) - (1,704.00)
BANK Bank Account 1,140.00 1,824.00 2,052.00 1,938.00 1,596.00 1,368.00 2,052.00 1,824.00 1,482.00 3,420.00 2,166.00 2,166.00 23,028.00
TAX Sales Tax (84.00) (194.32) (211.68) (56.42) (160.16) (131.32) (198.24) (175.70) (143.78) (212.52) (213.64) (102.06) (1,883.84)
Monthly Total 114.00 (100.32) (13.68) (14.82) (50.16) (43.32) 95.76 51.30 (30.78) 63.84 84.36 52.44 208.62
Opening Balance 650.00 764.00 663.68 650.00 635.18 585.02 541.70 637.46 688.76 657.98 721.82 806.18 650.00
Closing Balance 764.00 663.68 650.00

On
635.18 585.02 541.70 637.46 688.76 657.98 721.82 806.18 858.62 858.62
On this
this sheet:
sheet:
The
The petty
petty cash
cash expense
expense report
report onon this
this sheet
sheet isis automatically
compiled based
based
on
on the
the transactions
transactions that
that are
are recorded
recorded on on the
the “Data”
“Data” sheet.
sheet. The
The reporting
reporting
periods can be amended by simply changing the date in cell D2.
periods can be amended by simply changing the date in cell D2. The report The report
includes
includes 99 default
default accounts
accounts thatthat can
can be
be customized
customized according
according toto
requirements
requirements andand you
you can
can add
add asas many
many additional
additional accounts
accounts as as required.
required. All
All
the
the calculations
calculations in
in the
the columns
columns with with light
light blue
blue column
column headings
headings areare
automated.
automated.
Page 10 of 11
Petty Cash
General Ledger Journal
© www.excel-skills.com
Journal No 1212
Account Number Amount Account Description

BS-400 (2,113.56) Petty Cash Control Account
BS-600 102.06 Sales Tax Control Account
IS-310 - Advertising & Marketing On
On this
this sheet:
sheet:
IS-325 320.00 Computer Expenses The
The journal
journal report
report on
on this
this sheet
sheet is
is automatically
compiled based
based onon the
the
IS-330 124.00 Consumables & Cleaning transactions
transactions that
that are
are recorded
recorded onon the
the “Data”
“Data” sheet.
sheet. The
The only
only user
user input
input that
that
is required on this sheet is specifying the journal number in cell
is required on this sheet is specifying the journal number in cell B4 and B4 and
IS-335 940.50 Entertainment
entering
entering the
the petty
petty cash
cash and
and sales
sales tax
tax control
control account
account numbers
numbers inin cell
cell A7
A7
IS-345 260.00 Office Expenses and
and A8.A8. Note
Note that
that journal
journal numbers
numbers areare specified
specified when
when entering
entering transactions
transactions
IS-355 25.00 Postage in
in column
column B B on
on the
the “Data”
“Data” sheet.
sheet.
IS-365 342.00 Cash Wages
IS-370 - Stationery
IS-390 - Travelling & Accommodation
Page 11 of 11

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The following sheets are included in this template:

Record Petty Cash Transactions

Recording the Opening Balance

Petty Cash Report

General Ledger Journal

Help & Customization

Closing Balance 764.00 663.68 650.00

Account Number Amount Account Description

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