Petty cash book format (India)

An analytical petty cash book in Excel, set up in rupees for the imprest system. Totals, balance c/d and the reimbursement work themselves out. It also has a printable petty cash voucher and the steps to post it in Tally.

Worked example (imprest ₹5,000)

The petty cashier receives ₹5,000 on 1 October and makes six payments:

₹260 + ₹180 + ₹120 + ₹340 + ₹450 + ₹600 = ₹1,950 spent. ₹5,000 − ₹1,950 = ₹3,050 balance c/d, which must be in the box. The main cashier reimburses ₹1,950, so November starts with ₹5,000 again.

How to keep it

1. Write the imprest as the first receipt: "To Cash".
2. For every payment, write the date, particulars and voucher number. Put the amount under Payments and again under its column.
3. Keep every bill. No bill (auto fare, tea, tips)? Fill a petty cash voucher and get it signed by the person paid.
4. At month end total all columns. The analysis columns must add up to total Payments.
5. Count the cash. It must equal the balance c/d. Get the book checked, then claim reimbursement equal to total Payments.

Posting it in Tally

Create a Petty Cash ledger under Cash-in-Hand. Enter each payment, or each month's column totals, as a Payment voucher (F5) crediting Petty Cash and debiting the expense ledger (Printing & Stationery, Postage & Courier, Conveyance and so on). When the imprest is topped up, enter a Contra voucher (F4) from Bank or Cash to Petty Cash. Bills with GST should still go through your normal purchase entry if you want to claim the input tax credit.

Questions people ask

What is the format of a petty cash book?

Receipts on the left, then Date, Particulars, Voucher number and Payments, followed by one analysis column for each type of expense such as stationery, postage and courier, conveyance, tea and refreshments, cleaning and repairs. Each payment is written under Payments and again under its own column. At month end every column is totalled and the balance carried down (c/d) is worked out.

What is an analytical petty cash book?

A petty cash book with those analysis columns. Because each column is already a total for one expense head, the petty cashier or accountant can post the totals straight to the ledger (or to Tally) without sorting through bills.

What is the imprest system of petty cash?

The petty cashier is given a fixed amount, the imprest, for example ₹5,000. At the end of the period the main cashier reimburses exactly what was spent, so the petty cashier starts the next period with ₹5,000 again.

How do you enter petty cash in Tally?

Create a Petty Cash ledger under the Cash-in-Hand group. Record each payment (or each column total) as a Payment voucher (F5) from Petty Cash to the expense ledger. When the main cash or bank tops up the imprest, record it as a Contra voucher (F4) from Bank or Cash to Petty Cash.

What goes on a petty cash voucher?

Voucher number, date, the name of the person paid, the account head being debited, the purpose, the amount in figures and in words, and signatures of the person who approved it and the person who received the money. Use one whenever there is no bill, such as auto fare or tips. The Excel download includes a printable voucher sheet.

How do you balance a petty cash book?

Total the Receipts and Payments columns. Receipts minus Payments is the balance c/d, which must equal the cash in the petty cash box. The analysis columns must add up to the Payments total. The Excel format checks both and shows the reimbursement needed.