SoftwareNetz Cash Book 9

Cash book helps businesses keep track of their cash transactions (inflow and outflow). It is useful for companies to manage the flow of money properly and make the right decision for financial stability.2. Accurate Reconciliation: Reconciliation of cash and bank statements is a very important step. Reconciliation means comparing the cash book and passbook to find and rectify any errors or omissions. This improves the accuracy of the books of accounts.3. Timely Transaction Tracking: The user records all the entries in the cash book immediately. i.e., as soon as the transaction occurs, this ensures that all the cash inflow and outflow are proper and error-free. By maintaining a timely and chronological entry system, businesses can avoid missing an entry or wrong information.4. Segregation of Cash Activities: In large organizations, maintaining a cash book makes it easier to separate their cash and non-cash transactions. It is useful for predicting cash usage and future needs.5. Discount Tracking: Discount tracking through a triple-column cash book maintains the record of discounts received and paid. An organization can track and analyze the impact of discounts on their cash transactions. This helps determine the effectiveness of the discount schemes for the customers and the vendors.6. Support for Budgeting and Planning: It is important to set financial goals using the collected data. Businesses can use the data to create accurate budgets and make proper decisions about income and expenditure with a detailed cash tally report. This improves financial planning and helps in creating realistic financial goals.7. Audit and Compliance Readiness: When creating an audit report, it is a very reliable source of information. During audits, it helps to follow financial regulations and internal control requirements. It reduces the risk of non-compliance and saves the company from any legal action.Comparison Table – Cash Book TypesCash Book for Large OrganizationsSmaller organizations use a single book to record both cash receipts and payments. But due to a high volume of cash transactions in large organizations, it becomes difficult to manage it. So, they divide it into two parts for ease of use.1. Cash Disbursement JournalA Cash Disbursement Journal, also known as a Cash Outflow Journal, records all cash payments made by the organization. It includes payments for various expenses such as salaries, utilities, suppliers, and other operating costs.2. Cash Receipts JournalOn the other hand, a Cash Receipts Journal, also known as a Cash Inflow Journal, records all cash the organization receives. It includes cash sales, customer payments, interest income, and other sources of cash inflows.What is a Petty Cash Book?A petty cash book is often mistaken as a type of cash book like a single or double-column. But it is nothing more than a simplified form of a cash book. It is specifically for recording less number of transactions with smaller amounts.A petty cash book records everyday minor expenditures such as office supplies, refreshments, or travel expenses. It allows easy tracking and keeps these small transactions in order. Depending on the user, petty cash books can follow a single, double,

Download Simple Cash Book format in Excel and Spreadsheet for business and personal use. You can simply capture the transactions on the debit (dr.) or credit (cr.) side. This is a simple daily cash book excel format.The template automatically computes cash in hand or cash positions. This cash book can be helpful for accounting professionals like accountants, accounts assistants, small business owners and others.Understanding Cash BookCashbook records the cash transactions done in a company on a day to day or regular basis. Moreover, this is like a ledger account. There is no point to open a separate cash account in the ledger.It is subsidiary ledger that records all kind cash receipts and cash payments including bank deposits and withdrawals. At the end of each day, week or month, the cashier or cash accountant or accountant posts these transactions to the general ledger.The best practice of any business is to weekly compare the bank related transaction with the bank statement or perform a bank reconciliation to avoid mismatch of balances. This activity can be done on monthly or quarterly basis as well.In big companies where there is high volume of transactions, the book is subdivided into two different journals. One is receipt Journal and other is the disbursement journal.In a smaller business where there are fewer transactions, such businesses maintain all the cash transactions a single book.The records fetch in the book are always in chronological order. This helps us to easily reconcile the cash balances as and when required. However, if you are not maintaining a chronological order while capturing the details, this will increase the chance of having errors and mismatches during reconciliation process. Record all the receipts cash on the debit side and all payments and expenses on the credit side.Key Points for Simple Cash Book MaintenanceThe transactions in chronological order.Cash column cannot have a credit balance.It is a subsidiary as well as principal book of accounting.Types of Cash Book templatesThere are certain types of cashbooks templates that one should understand before implementing the process of cash book in their business or in client’s business. We have briefly covered the types of cash book below –1. Cash Book single columnSingle Column book is a document which records the inward and outward cash transaction of a business without any discounts or tax. It consists of 2 sides; debit and credit.2. Double Column with (Discounts)Some businesses have to provide discounts for their cash transactions. Thus, these type of businesses maintains this with Discounts. It consists of additional column for discounts received or paid.3. Double Column with TaxSimilar to the simple book, it also consists of a debit and credit side along with one extra column for tax. This can be either GST or VAT.4. Triple Column (Discounts and Tax)This book with Discounts and VAT is for those where daily cash transactions include giving/taking of discounts and also collecting or paying taxes. This type of book consists of an additional columns for Discounts and Tax.Download and use Simple cash book Format

In some cases, discrepancies in the cash book and bank statement may arise from errors committed by the bank or by the person responsible for writing up the cash book. These errors have to be properly rectified.This article shows several examples of such errors and omissions.1. Errors Resulting in More Bank Balance in the Cash BookA few examples of errors and omissions are given below that lead to a greater bank balance in the cash book.(a) Check Not Sent to Bank For CollectionSometimes checks are received from debtors and recorded in the cash book (on the debit side in the bank column), but the check does not get sent to the bank for collection.Due to this omission, the cash book shows a greater bank balance while the bank statement shows less bank balance.(b) Issued Check Not Recorded in Cash Book or Wrongly Recorded in Cash ColumnChecks are issued on a daily basis to make payments to creditors. Sometimes a check issued to creditors is omitted from being recorded in the cash book (on the credit side in the bank column) or it is wrongly recorded in the cash column.This leads to more bank balance in the bank statement.(c) Wrong Casting of Bank Column in Cash BookErrors may be committed to casting (totaling) the bank column of the cash book.If the debit side of the cash book (bank column) is overcast, or if the credit side is undercast, then the cash book will show more bank balance compared to the bank

Or triple column format.ConclusionA cash book is an essential tool for all sizes of business organizations and individuals, irrespective of single, double, or triple columns on both sides of the T-table. All three formats use cash columns, even if it’s petty or regular. A petty cash book makes recording and maintaining everyday transactions a piece of cake. A single-column format is easy to make for people without the necessary accounting knowledge. A double and triple column format is a tool to display detailed information for cash and bank transactions separately.In conclusion, it is a vital part of every organization’s financial management, and it is unavoidable.Frequently Asked Questions (FAQs)Q1. What is the difference between a Cash Book and a Pass Book?Answer: AspectsCash BookPass BookMeaningRecords cash inflows and outflows.Records transactions related to bank account deposits, interest, and other bank-related activities.Recorded byThe company or accountant.By the bank using a bank statement or a passbook.Nature of TransactionsPhysical cash payments/receipts.Electronic transactions or any transition through a bank.UsageTrack small-scale cash transactions.Track small-scale bank transactions to keep the record in sync with the actual bank records.Q2. What are the Types of Petty Cash Books?Answer: There are two types of petty cashbooks as follows:Imprest petty cash book: Imprest petty cash book maintains a fixed amount of money in the account. It follows a double-entry accounting system and can be in a single, double, or triple column format, depending on the maker’s convenience.Columnar or analytical petty cash book: This type has multiple columns on the credit side to segregate and track expenses. It can be tedious to make a double or triple column petty cash book for this method.For a better understanding of the format, here’s the format of a columnar petty cashbookIn this format, the columns stationary, traveling, food and accommodation, and misc expenses segregate the expenses of large companies that want to keep a detailed record of their daily expenses. The amount column tracks the monthly balance they allocate to petty cash expenses. You can change the headings per your requirement.Q3. What is the Difference Between a Cash Book and a Cash Journal?Answer: AspectsCash Book Cash JournalPurposeProvides a systematic and chronological record of cash receipts and cash payments.Serves as a record for all cash-related journal entries.SectionsDifferent sections for receipts, payments, and discounts.Includes all cash transactions irrespective of their nature.Information/DataThe cashbook includes only the inflow and outflow of cash.The cash journal includes additional information regarding the nature of the transaction, accounts involved, explanations, or notes.Recommended ArticlesThis is a guide for Cash Book. Here, we have discussed the three types of cash books with the help of examples. You may also go through the following articles to learn more –Cash and Cash EquivalentsCash ReceiptsNon-Cash ExpensesGross Profit