Choose a log with date, voucher number, purpose, money in, money out, balance, and authorization. Keep personal spending outside the fund.

Template previews and downloads

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How to use the petty cash log template

Step 1. Record the verified opening float. Categorize approved costs in expense trackers.

Step 2. Enter each authorized payment and attach its supporting reference. Post the summarized expenses into bookkeeping templates.

Step 3. Count physical cash and reconcile it with the log before replenishing the fund.

Give vouchers or receipts a consistent reference and record the custodian responsible for the float. A running balance is useful only when payments are entered promptly and the physical money can be counted against it. Keep advances outstanding until they are properly settled.

When replenishing the fund, reconcile the cash remaining plus supported expenditure to the authorized float. Investigate shortages or overages openly. Do not change a receipt amount merely to force the total to match the money in the box.

Example and checks

A float of 200 less supported payments of 35 and 20 leaves expected cash of 145. Investigate any difference from the physical count.

Replenishing the fund is not a second expense for the same receipts. Preserve a clear record of what each replenishment covers. Use expense reports to present a period summary.

Frequently asked questions

Who should maintain the log?

Assign a custodian and use an independent review where practical.

What if a receipt is missing?

Record the exception and follow the organization’s approval procedure rather than hiding the payment.

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