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October 19, 2007

PETTY CASH SPREADSHEET


It is just a simple tool for simple transaction on a tiny account such petty cash. This pretty small excel spreadsheet file is consisted of some formulas.

Most of Accountant or a financial controller would prefer to use spread sheet for data management and analysis works rather than usage of data base instant programmed or any accounting instant software. Me, too.

But it is not for the reason this spread sheet is being posted to this page. Absolutely not for such personal judgment. Everyone has own preference.


Lets bear in mind, essence of Petty Cash keeping IS NOT about the tools itself, but the management, procedure, treatment, consistency, accuracy. Having a great financial control system, reliable procedure and clear guideline makes everyone confident for the business operation. So many instant accounting software is available in the market which are wonderful tools indeed. I use some of them as well for some other purposes. But spread sheet always exist in accounting works.

The Company I've been working for uses MAS200, EBS (Embedded Business Solution) by sage for main FIS, with tons of great feature along with the EBS software : General Ledger, Account Receivable, Account Payable, Sales Order, Inventory Management, Warehouse Management, Bill of Materials, Work Order, Purchase Order, Bank Reconciliation and lots more. The analysis feature is also completely great.

In fact, accounting staff also uses spread sheet for daily logger. I am happy with this very tiny sheet, every time I do quick auditing on Petty Cash, I always thanks to this sheet for making me spend only couple of minutes to complete my quick audit. By adding auto filter on the header row, I can even search for a small purchase amounting $0.25 4 years ago. By filtering on column "D" (Vendor), I can get sum of purchase to a certain vendor, its amount and its frequency as well.

When trying to search for some previous receipt, I just do a filter by date, then by the description, once I got it, I move my focus to the last column, I can find the source journal code (SJ#) which leads me to a binder labeled with the same code, I take the binder, bingo ! I got the 3 years old receipt !.

Once again, it's not because of this tiny spread sheet, but it's because of the petty cash management, the effective procedure, the clear guideline, the consistency, the accuracy. As long as you're consistent and tight enough to perform the task by the rule, SURE YOU CAN DO LOTS BIG THINGS WITH THIS SMALL SPREAD SHEET.

If you desire to use this small tools, you may download it here.
I will load Petty Cash Reconciliation very soon. Come back and feel free to pick it.

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