Petty Cash Book : Definition, Types, Formats & Operations

Introduction

Every business, no matter its size, has small everyday expenses that need to be paid instantly. It could be a courier charge, buying printer paper, or arranging refreshments for a client visit. These are routine costs that are too minor to go through long approval or reimbursement processes. To handle such expenses smoothly, companies keep a small amount of money aside, often called petty cash. It ensures employees can make quick payments without delays or record every small payment made, who made it, and what it was spent on. However, when not managed properly, even this small fund can lead to confusion, errors, or misuse.

That’s why most businesses maintain a petty cash book, a simple record that tracks every payment made from the petty cash fund. It helps keep spending transparent and makes it easier to reconcile expenses later.

Having a clear petty cash process ensures that small payments are managed efficiently while maintaining full control and accountability.

Petty Cash Book

A petty cash book is an accounting record used to track small, routine business expenses paid in cash, such as stationery, local travel, courier charges, and minor office purchases. Instead of recording these low-value transactions in the main cash book, organizations maintain a separate petty cash book for better control, faster recording, and easier reconciliation.
It functions as both a book of original entry and a control mechanism, helping businesses monitor how small amounts are spent across departments or locations while maintaining an audit trail.

Purpose of a Petty Cash Book

The primary purpose of a petty cash book is to record day-to-day operational expenses that are too small to be processed through regular banking channels. It helps:

• Maintain clear visibility over minor cash spending
• Reduce the volume of entries in the main cash book
• Enable quick reimbursement under the imprest system
• Support receipt tracking and periodic verification

This structure improves financial discipline and simplifies month-end reconciliation.

Petty Cash Balance Formula

The balance in a petty cash book is calculated using:

Opening Balance + Cash Received − Expenses = Closing Balance

This formula helps verify whether the physical cash on hand matches the recorded balance during periodic checks.

Manage Petty Cash

Types of Petty Cash Books

Businesses can maintain petty cash records in different ways depending on their size, transaction volume, and level of control required. Generally, there are two main types of petty cash books:

1. Simple Petty Cash Book (Single Column Petty Cash Book)

A simple or single-column petty cash book is the most basic type. It records all petty cash payments in one column, showing the date, amount, and short description of each expense. It’s ideal for small businesses or offices with limited daily transactions.

Example: If ₹200 is spent on courier and ₹300 on office snacks, both entries are written one after another in the same column.

2. Analytical Petty Cash Book (Columnar Petty Cash Book)

An analytical petty cash book, also known as a columnar petty cash book, is more detailed. It has separate columns for different categories like stationery, postage, travel, or refreshments. This makes it easier to track and analyze spending patterns.

Example: If ₹200 is used for courier and ₹150 for stationery, each amount is entered under its own column, giving a quick view of how petty cash is distributed.

When to use which:

Format of a Petty Cash Book

Simple Petty Cash Book Format

How to Maintain a Petty Cash Book

Maintaining a petty cash book is about keeping small business expenses organized and transparent. A proper system ensures that every rupee is tracked, approved, and balanced at all times.

Here’s a simple step-by-step process:

1. Set Up the Petty Cash Fund

• Decide the imprest amount: Fix a total limit (for example, ₹2,000 or ₹5,000) based on your business’s usual small expenses.
• Appoint a custodian: Assign one trusted person to handle petty cash, record entries, and keep receipts.
• Define clear policies: Mention what expenses are allowed, spending limits per transaction, and how often the fund should be reviewed or refilled.

2. Record Every Transaction

• Use a petty cash voucher for each payment, noting the date, purpose, and amount.
• Enter the details in the petty cash book promptly to avoid missing any transactions.
• Keep receipts or bills attached to each voucher as proof.
• Categorize expenses if you’re using an analytical petty cash book (e.g., travel, stationery, refreshments).

3. Reconcile Regularly

• At the end of each week or month, count the remaining cash.
• Add up all recorded expenses and receipts.
• The sum of cash in hand + recorded expenses should match the original imprest amount.
• If not, check for errors or missing receipts and correct the record.

4. Refill and Review

• Once verified, request replenishment equal to the total spent, so the petty cash balance returns to its fixed limit.
• Submit vouchers and receipts to the finance team for approval.
• Conduct periodic reviews or surprise checks to ensure accuracy and prevent misuse.

Tip:
Switching to digital petty cash tools or prepaid business cards can make this entire process faster, more secure, and audit-ready.

What are the Different Systems of Maintaining a Petty Cash Book

Maintaining a petty cash book can be done through various systems, each designed to ensure accuracy, control, and ease of tracking small expenses. Here are the different systems for maintaining petty cash books:

1. Imprest System

The imprest system is the most common method used for managing petty cash. In this system, a fixed amount of money, known as the imprest amount, is set aside for petty cash expenses. At the end of a specific period, the petty cash fund is replenished to its original amount, based on the expenses recorded.

Steps in the Imprest System:

• Initial Funding: An initial fixed amount of funds is disbursed for petty cash
• Disbursements: Petty cash is used for minor expenses, and each transaction is recorded
• Replenishment: To replenish the petty cash fund to its original amount, you can submit receipts and vouchers to the finance department.

2. Ordinary System

In the ordinary system, the petty cash fund is managed without a fixed imprest amount. The fund is topped up as needed, based on the custodian’s judgment and the business’s requirements.

Steps in the Ordinary System:

• Initial Funding: An amount of money is set aside for petty cash
• Disbursements: Expenses are recorded as they occur
• Replenishment: The fund is replenished whenever it runs low, without adhering to a fixed schedule

3. Analytical Petty Cash System

The analytical petty cash system involves maintaining detailed records with categorized columns for different types of expenses. This system is often used in conjunction with the imprest system for better tracking and analysis.

Steps in the Analytical Petty Cash System:

• Initial Funding: A fixed amount is allocated for petty cash
• Categorized Recording: Expenses are recorded in categorized columns (e.g., office supplies, postage, repairs)
• Replenishment: The fund is replenished regularly, and expenses are analyzed by category.

Pros and Cons of Using a Petty Cash Book

Pros

• Efficiency in Handling Minor Expenses: A petty cash book simplifies the process of managing small, everyday expenses, reducing the need for formal checks and procurement procedures.
• Improved Cash Flow Management: By tracking petty cash transactions, businesses can gain insights into their minor expenditure patterns, aiding in better cash flow management.
• Enhanced Accountability: The structured recording of petty cash transactions ensures transparency and accountability, reducing the risk of misuse or fraud.
• Simplified Auditing: Maintaining a detailed petty cash book makes it easier to audit petty cash transactions, ensuring compliance with internal controls and financial regulations.

Cons

• Risk of Misuse: Despite controls, there is always a risk of petty cash being misused for unauthorized purposes if not monitored closely.
• Time-Consuming: Recording every small transaction and maintaining receipts can be time-consuming for the custodian.
• Potential for Errors: Manual recording increases the likelihood of errors, such as incorrect entries or miscalculations, which can affect the accuracy of the petty cash book.
• Limited Insight into Large Expenses: While a petty cash book is effective for tracking minor expenses, it does not provide insights into larger, more significant financial transactions.

Best Practices for Managing a Petty Cash Book

Establish Clear Policies

• Define Allowable Expenses: Clearly outline the types of expenses that can be covered by petty cash to avoid misuse.
• Set Spending Limits: Establish spending limits for individual transactions to ensure that only minor expenses are handled through petty cash.

Ensure Accurate Record-Keeping

• Regularly update the Petty Cash Book: Promptly record all transactions to maintain an accurate and up-to-date petty cash book.
• Attach Receipts and Vouchers: Ensure that all entries in the petty cash book are supported by corresponding receipts and vouchers for verification.

Conduct Periodic Audits

• Regular Reviews: Periodically review the petty cash book to ensure accuracy and compliance with established policies.
• Surprise Audits: Conduct surprise audits to detect and deter any potential misuse or discrepancies in the petty cash fund.

Train the Custodian

• Provide Training: Ensure that the custodian is adequately trained in managing petty cash, recording transactions, and maintaining the petty cash book.
• Foster Accountability: Emphasize the importance of accountability and transparency in managing petty cash.

How can EnKash help?

EnKash offers a modern and efficient solution compared to traditional, manual petty cash book methods. Here’s how it can transform how you handle your petty cash:

Streamlined Processes

• Eliminate Manual Recording: Ditch the paper-based petty cash book. EnKash’s system automates expense recording and eliminates the risk of errors from manual entries
• UPI Transaction: Utilize digital payment systems like UPI, add users on the dashboard, and generate their UPI IDs to quickly allocate funds from the parent account to employee accounts.

Enhanced Control and Visibility

• Real-time Tracking: Gain instant insights into your petty cash activity with real-time dashboards and reports.
• Robust Approval Workflows: Define clear approval workflows to ensure proper authorization for petty cash requests
• Audit-ready Records: Maintain a digital record of all transactions and receipts for effortless audits and compliance

Improved Security and Reduced Risk

• Eliminate Cash Handling: Minimize the risk of theft or loss of physical cash by transitioning to a digital petty cash system
• Role-based Access Control: Define access levels for employees based on their roles (like admin view and employee view), ensuring only authorized personnel can view and manage petty cash
  Additional Benefits:
• Reduced Administrative Burden: Free up your finance team’s time from petty cash management tasks, allowing them to focus on more strategic initiatives
• Improved Employee Experience: Empower employees with a faster and more convenient way to handle small expenses, boosting satisfaction
• Scalability and Flexibility: Easily adapt the system to your growing business needs, accommodating more users and transactions

Conclusion

The petty cash book is an important tool for businesses, which helps manage minor expenses easily and ensures transparency and accountability in a business’s financial transactions. By understanding its types, format, operations, and associated pros and cons, organizations can implement best practices to optimize their petty cash management. While the petty cash book may handle small amounts, its role in maintaining smooth business operations and financial integrity is undeniably significant.

For businesses looking to streamline their financial processes and enhance control over expenditures, adopting a well-structured petty cash book system is a step in the right direction. By doing so, they can ensure that every penny is accounted for, contributing to a more organized and financially sound operation.

FAQs

1. What is a Petty Cash Book?
A petty cash book is a record-keeping tool used to track small, day-to-day expenses. It helps businesses maintain financial control and accountability over minor expenditures.

2. How Often Should I Replenish the Petty Cash Fund?
The frequency of replenishment depends on the rate of expenditure. Generally, it’s recommended to replenish the fund whenever the balance falls below a certain threshold.

3. What Happens if I Lose Petty Cash?
Losing petty cash is a serious matter. You should immediately report the loss to your supervisor or the accounting department. An investigation may be conducted to determine the cause of the loss and to take appropriate action.

4. Can I Use a Digital Tool to Manage Petty Cash?
Yes, you can use digital tools to manage petty cash. These tools can help automate record-keeping, track expenses, and generate reports. This can streamline the process and reduce the risk of errors.

5. Who Should Be Responsible for Managing the Petty Cash Fund?
A designated individual, often an accountant or office manager, should be responsible for managing the petty cash fund. This person should be trustworthy and have good organizational skills.

6. What are the Common Mistakes in Petty Cash Management?
Common mistakes include inadequate documentation, lack of regular reconciliation, unauthorized use of funds, and failure to replenish the fund timely.

7. How Can I Prevent Fraud and Theft in Petty Cash?
To prevent fraud and theft, implement strong controls such as regular audits, clear procedures, segregation of duties, and limiting access to the petty cash fund.

8. What is the Difference Between an Imprest System and an Ordinary System for Petty Cash?

• Imprest System: A fixed amount is allocated to the petty cash fund. When expenses are made, the fund is replenished to its original amount.
• Ordinary System: There is no fixed amount. The fund is replenished as needed, based on the custodian’s judgment and the business’s requirements.