Petty cash replenishment form

A replenishment request in Excel. List the vouchers, type in the cash count, and it works out what to top up, any shortage, and the journal entry for your accountant. Works in any currency.

Worked example

The fund (imprest) is 5,000. Four vouchers were paid in October:

The custodian counts 2,110 left in the box. Vouchers plus cash: 2,870 + 2,110 = 4,980, so the fund is 20 short. The replenishment is the imprest minus the cash: 5,000 − 2,110 = 2,890. That brings the box back to 5,000.

Journal entry

Under the imprest system the petty cash account stays at 5,000. The expenses are recorded when the fund is replenished. The Excel form builds this entry for you on its second sheet.

How to replenish petty cash

1. Collect every voucher and receipt for the period and put them in number order.
2. List them on the form with the category for each.
3. Count the cash in the box. Vouchers plus cash should equal the imprest. If they don't, see why petty cash doesn't balance before you sign.
4. Sign the form, attach the vouchers and send it for approval.
5. Once approved, cash the cheque or transfer and put the money in the box. It should now hold the full imprest.

Questions people ask

What is petty cash replenishment?

Topping the petty cash fund back up to its fixed amount (the imprest) at the end of a period. The custodian lists every voucher paid, counts the cash left, and asks for enough money to bring the fund back to full.

How much should the replenishment be?

The imprest minus the cash counted on hand. If nothing is missing, that equals the total of the vouchers. If the fund is short, the replenishment is slightly more than the vouchers and the difference goes to a cash short and over account.

What is the journal entry for petty cash replenishment?

Debit each expense account by the total of its vouchers (office supplies, postage, transport and so on), debit cash short and over for any shortage, and credit cash at bank for the replenishment amount. The petty cash account itself does not change under the imprest system.

When should petty cash be replenished?

At the end of each period (weekly or monthly), when the cash falls below a set minimum, and always at the end of the financial year so the expenses land in the right year.

What is the difference between replenishment and reimbursement?

Replenishment refills the petty cash fund itself. Reimbursement pays back a person who spent their own money. Both need receipts, but only replenishment restores the fund to its imprest amount.

What should be attached to a replenishment request?

Every petty cash voucher and receipt for the period, in voucher-number order, plus the signed replenishment form showing the cash count. The approver checks that vouchers plus cash equal the imprest.