Petty Cash Sample

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PETTY CASH TEMPLATE

This template enables users to control the expenses that are paid through any petty cash or cash float system. A
reimbursements can be recorded by entering the appropriate transactions details and a monthly petty cash report is au
monthly report includes a 12 month summary of expenses by account and also calculates the petty cash or cash float
monthly period. You can add as many accounts as required and the report can be rolled forward for subsequent perio
start date of the report.
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ash or cash float system. All petty cash expenses and
onthly petty cash report is automatically produced. The
s the petty cash or cash float balance at the end of each
forward for subsequent periods by simply amending the
he formulas!
esign of the template. Get the full version for a fully
access to all areas of the template including all formulas.
n just like any of your own Excel files.
te!
Excel Skills | Petty Cash Template
Instructions
www.excel-skills.com
This template enables users to control the expenses 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:

Setup - this sheet enables users to enter their business name and set up sales tax percentages. The business name is
used as a heading on the other sheets and the sales tax percentages are used in all sales tax calculations.
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 entered on the
Data sheet and the start date 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 light blue column headings. 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 entered in
cell B4 - the journal number entered in this cell should be the same as the journal number which was entered in column B
when recording transactions on the Data sheet.
Setup
The business name and sales tax percentages can be entered on the Setup sheet. The business name is used as a
heading on all the other sheets and the sales tax percentages are used to calculate the inclusive, exclusive and sales tax
amounts.
The sales tax codes in the sales tax section on the Setup sheet are automatically included in the tax code list boxes on the
Data sheet. There are two sales tax code types - one for national or federal sales tax and one for state sales tax. The
codes created on the Setup sheet are included in both sales tax code list boxes and the sales tax percentages are
automatically applied based on the sales tax codes selected for each petty cash transaction.
Note: You can add an unlimited number of additional sales tax codes by inserting a new row above the end of list entry,
entering the new sales tax code and specifying the appropriate sales tax percentage. If sales tax percentages change, you
can therefore simply create a new sales tax code with the new sales tax percentage and use the new code for all
transactions after the effective date of the rate change.
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 which are automatically copied for
all new transactions 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.
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 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 which 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 which will enable you to easily determine the nature of the transaction.
Page 3 of 12
Instructions
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 which 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 1 Code - select a tax code from the list box. All the sales tax codes which have been created on the Setup sheet will
be available for selection and sales tax percentages are calculated based on the selected tax code. If your business is not
registered for sales tax purposes, all transactions should be recorded by using the E tax code. The first sales tax code is
for national or federal sales tax and should therefore be applicable in most countries.
Tax 2 Code - select a tax code from the list box. All the sales tax codes which have been created on the Setup sheet will
be available for selection and sales tax percentages are calculated based on the selected tax code. If your business is not
registered for sales tax purposes, all transactions should be recorded by using the E tax code. The second sales tax code
is for state sales tax - if you do not need two sales tax codes, this column can be deleted.
Sales Tax 1 Amount - the sales tax amounts in this column are calculated based on the tax 1 code selected in column I
and the sales tax percentages specified on the Setup sheet. The tax 1 calculations are applicable for national or federal
sales tax and should therefore apply to most countries. If no sales tax should be calculated, the E tax code can be
selected in column I.
Sales Tax 2 Amount - the sales tax amounts in this column are calculated based on the tax 2 code selected in column J
and the sales tax percentages specified on the Setup sheet. The tax 2 calculations are applicable for state sales tax and
may therefore not apply in all countries. If you do not need state sales tax calculations, you can delete this column.
Exclusive Amount - the formula in this column deducts the sales tax amounts calculated in the previous two columns
from the inclusive amount 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.
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: The petty cash reimbursement transactions 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 date filter options 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.
Page 4 of 12
Instructions
■ E2 - this error code means that the account number selected in column H is invalid. All the accounts added to 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.
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.
Removing Second Sales Tax Calculations
We have included two sales tax types in the template to accommodate calculating sales tax on a national / federal basis
and a state basis. If you do not need both sales tax types, you can delete the second sales tax type. You should not
however delete both as this may result in template calculation errors.
Note: If sales tax is not applicable to your business, we recommend using the "E" sales tax code when recording all
entries. No sales tax will then be calculated as the sales tax percentage for this code is zero.
The second sales tax type can be removed by deleting the Tax 2 Code column (column J) and the Sales Tax 2 Amount
(column L) on the Data sheet. You can then also delete the TAX2 account row on the Report sheet and the BS-610 row on
the Journal sheet. Completing these three steps will remove the second sales tax type from the template.
Note: No new columns should be added between the exclusive amount and sales tax amount columns on the Data sheet
otherwise it may affect some of the sales tax calculations in this template. Also, if you delete the columns for the second
sales tax type, the Sales Tax 1 Amount column may display validation warnings but these can safely be ignored as it has
no effect on the template calculations. If you do not want to see these validation warnings, just keep both sales tax types
and just don't select any tax codes in the second sales tax code column.
Petty Cash Report
The petty cash expense report on the Report sheet is automatically compiled based on the transactions recorded on the
Data sheet and the start date 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.
Page 5 of 12
Instructions
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 which 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 which are entered on the Data sheet.
Note: The default "TAX1" and "TAX2" account refer to the appropriate sales tax accounts 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 which is included on the Report sheet is determined based on the start date 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 which is specified in cell B4. The
journal number entered in this cell should be the same as the journal number 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.
This effectively means that the journal number which 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.
Note: Only the first 20 accounts that are included on the Report sheet will be listed on the Journal sheet. If you require
more than 20 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 to A9. This input is only required if you need to
record petty cash expenses in a primary accounting system and the account numbers which 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.
Help & Customization
Page 6 of 12
Instructions
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 [email protected] 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 7 of 12
Petty Cash Template
Setup
Business Name Example (Pty) Limited
Tax Percentages
Code Percentage
A 15.0% On this sheet:
B 0.0% Enter your business name and set up sales tax percentages on this
E 0.0% sheet. The business name is used as a heading on the other sheets and
the sales tax percentages are used for all sales tax calculations.
End of list
ntages on this
her sheets and
ations.
Example (Pty) Limited
Transactions
© www.excel-skills.com 858.62 -2,000.85 - 2,859.47
Transaction Journal Voucher Inclusive Account Tax 1 Tax 2 Sales Tax 1 Sales Tax 2 Exclusive Error
Date Number Number Supplier Reference Description Amount Number Code Code Amount Amount Amount Code
2/28/2020 0 0 Opening O/B Opening Balance 650.00 BANK E E - - 650.00 -
3/3/2020 1201 54 Post Office Cash Postage -23.94 IS-355 A E -3.12 - -20.82 -
3/5/2020 1201 55 Interflora IN1521 Flowers - Office -148.20 IS-345 A E -19.33 - -128.87 -
3/15/2020 1201 56 SPAR Cash Cleaning Consumables -363.66 IS-330 A E -47.43 - -316.23 -
3/25/2020 1201 58 Casuals Cash Casual Wages -342.00 IS-365 E E - - -342.00 -
3/31/2020 0 0 Current Bank Account Cash Petty Cash Reimbursement 1,140.00 BANK E E - - 1,140.00 -
4/14/2020 1202 61 Waltons WT9120 Paper -640.68 IS-370 A E -83.57 - -557.11 -
On this sheet:
Record all petty cash expenses and reimbursements on this sheet. The monthly petty cash report and the
4/16/2020 1202 63 Incredible Connection Cash USB -241.68 IS-325 A E -31.52 - -210.16 -
journal report are automatically compiled based on the transactions recorded on this sheet. All the
columns with yellow column headings require user input while the columns with light blue column
headings contain formulas which are automatically copied for all new transactions added to the sheet.
5/20/2020 1203 70 BB Printers A122 Printing - Flyers -1,135.44 IS-310 A E -148.10 - -987.34 -
6/12/2020 1204 75 Dros Cash Staff Entertainment -1,151.40 IS-335 E E - - -1,151.40 -
7/18/2020 1205 82 Interpark Cash Parking - Airport -640.68 IS-390 A E -83.57 - -557.11 -
9/3/2020 1207 91 Incredible Connection Cash 25 CD Pack -51.30 IS-325 A E -6.69 - -44.61 -
12/17/2020 1210 115 Tops IN99823 Staff Entertainment -1,112.64 IS-335 E E - - -1,112.64 -
2/4/2021 1212 126 Incredible Connection Cash Ink Cartridge -364.80 IS-325 A E -47.58 - -317.22 -
2/26/2021 1212 131 Beck Winery Cash Staff Entertainment -940.50 IS-335 E E - - -940.50 -
Page 10 of 12
Petty Cash Expense Report Start Date 3/1/2020
© www.excel-skills.com
Account
Number Account Description Mar-2020 Apr-2020 May-2020 Jun-2020 Jul-2020 Aug-2020 Sep-2020 Oct-2020 Nov-2020 Dec-2020 Jan-2021 Feb-2021 Total
IS-310 Advertising & Marketing - - (987.34) - - - (987.34) - - (987.34) - - (2,962.02)
IS-325 Computer Expenses - (210.16) - - - - (44.61) - - - - (317.22) (571.98)
IS-330 Consumables & Cleaning (316.23) (188.35) (231.97) (116.97) (287.48) (210.16) (89.22) (112.02) (143.74) (230.97) (195.29) (122.92) (2,245.30)
IS-335 Entertainment - - - (1,151.40) - - - - - (1,112.64) - (940.50) (3,204.54)
IS-345 Office Expenses (257.74) (386.61) (257.74) (257.74) (257.74) (257.74) (257.74) (386.61) (257.74) (257.74) (257.74) (257.74) (3,350.61)
IS-355 Postage (20.82) (33.70) (21.81) (24.78) (31.72) (27.76) (24.78) (30.73) (32.71) (28.75) (26.77) (24.78) (329.11)
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 - (557.11) - - - (434.19) - - (583.88) - (615.60) - (2,190.78)
IS-390 Travelling & Accommodation - - - - (557.11) - - (714.73) - - (417.34) - (1,689.18)
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
TAX1 Sales Tax - Federal / National (89.22) (206.39) (224.83) (59.92) (170.11) (139.48) (210.55) (186.61) (152.71) (225.72) (226.91) (108.40) (2,000.85)
TAX2 Sales Tax - State - - - - - - - - - - - - -
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
On this sheet:
Closing Balance The 764.00

petty cash expense report on this
663.68 sheet is automatically
650.00 635.18 compiled based on the
585.02 transactions recorded
541.70 637.46 on the 688.76 657.98 721.82 806.18 858.62 858.62
Data sheet. The reporting periods can be amended by simply changing the date in cell D2. The report includes 9
default accounts that can be customized according to requirements and you can add as many additional accounts
as required. All the calculations in the columns with light blue column headings are automated.
Page 11 of 12
General Ledger Journal
© www.excel-skills.com
Journal No 1201
Account
Number Amount Account Description
BS-400 (1,026.00) Petty Cash Control Account
BS-600 89.22 Sales Tax Control 1
BS-610 - Sales Tax Control 2
IS-310 - Advertising & Marketing
IS-325 - Computer Expenses On this sheet:
IS-330 316.23 Consumables & Cleaning The journal report on this sheet is automatically compiled based on the transactions recorded on
IS-335 - Entertainment the Data sheet. The only user input required is specifying the journal number in cell B4 and
IS-345 257.74 Office Expenses entering the petty cash and sales tax control account numbers in cells A7 to A9. Note that journal
IS-355 20.82 Postage numbers are specified when entering transactions in column B on the Data sheet.
IS-365 342.00 Cash Wages
IS-370 - Stationery
IS-390 - Travelling & Accommodation
Page 12 of 12

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EXCEL-SKILLS.

PETTY CASH TEMPLATE

Get the full version of this template!

enable editing to activate the link

The following sheets are included in this template:

Record Petty Cash Transactions

Recording the Opening Balance

Removing Second Sales Tax Calculations

Petty Cash Report

General Ledger Journal

Help & Customization

Business Name Example (Pty) Limited

Closing Balance The 764.00

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