The free petty cash Excel template is available to download below. All our downloads are free, no login required and easy to use.
If you have not already done so, it is worth spending some time reading our section on Petty Cash. The section also includes a free voucher template, which can be used to authorise payments and record transactions.
It is essential to ensure that the correct procedures are put in place to issue and authorise the spending. These procedures may include authorisation, keeping cash secure, and when to top up the cash amount.
Read our guide on Petty cash and procedures.
Petty cash in Accounting Software
If you are running a petty cash system alongside your accounting it is worth checking out accounting packages, which will do everything for you. Accounting packages that allows you to add an additional cash account is QuickBooks, FreshBooks or Ember.
Petty Cash Log
Most businesses use petty cash but do not account for it; this means you are not recording all the business transactions. Our petty cash template will make it easier to log your transactions, which you can then record in your accounts software or spreadsheet.
The software has been tested and works with Microsoft Excel 2003, 2007 and Microsoft Excel 2010.
Instructions for Petty Cash Excel Template
When you have downloaded the spreadsheet, save it either to your hard disk or to the cloud. Open up the template and save it again using a new name. It will mean that you always have a blank template available.
If you complete your accounts monthly or have lots of cash transactions, it is useful to have a new sheet each month. Some smaller businesses could record several months together.
To start, enter the opening balance of cash (balance b/f), ensuring it is the amount of cash in the petty cash float.
The categories of travel, stationery, postage etc., can be changed if you require different categories.
You can then enter each transaction line by line. Include as much detail as possible. If you do not use vouchers, the voucher number can be left blank. If your business is VAT registered enter, the net, VAT and the gross will calculate automatically. For non-VAT registered companies, enter the total amount in the net figure.
Use the categories to enter the Net amount; a total for each category is automatically calculated at the bottom of the sheet.
After posting all the transactions in the template, you will have a balance c/f at the bottom; this should equal the value of cash. If it does not balance, you will need to check your figures and confirm all the transactions are included and correct. It is called a petty cash reconciliation. It is essential to complete a reconciliation regularly; this may be monthly for a more significant business.
To post the transactions to the accounts, the double entry bookkeeping system is used. In the example below, there are several transactions to post. The first is to transfer the 50.00 from the bank to the petty cash account. It will reduce the bank account and increase the cash. The second transaction is to reduce the petty cash and post the transactions to individual accounts. In the example below, use the stationery and refreshments accounts.
Once all the transactions are completed, the accounts’ petty cash balance should equal the balance in the float. If the is a discrepancy, you will need to go back through the transactions to see if there is an error.
Below is an example of our petty cash Excel template, with some transactions for a business.
Petty Cash Spreadsheet – Licence Agreement
By downloading our petty cash Excel template, you agree to the terms of our licence agreement:
Petty Cash Excel Template
Copyright Angela Boxwell t/a Business Accounting Basics. All rights reserved.
If you are looking for other accounting spreadsheets to help with your booking tasks, check out our other free Excel Bookkeeping templates. Our other templates include cash book, bank reconciliation, expenses and budgets.
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