Guide to Petty Cashbook Template

Transcription

1 Date of first publica on: November 2011 Guide to Petty Cashbook Template (A Microso Excel based spreadsheet - MS Office version) Please note: You are free to copy and distribute the blank Pe y Cash Template document provided that: The origin of the material remains iden fiable (i.e. it is clear this material is the work of the CHAINS development team). That you do not a empt to make profit in any form from the onward distribu on of the material. You may not however reproduce or publish extracts from this document for publica on (in print or electronic formats) without express prior wri en permission from the CHAINS Development Team. Once such permissions has been obtained you must ensure you credit the source material you are using within any publica on. To obtain permission to reproduce extracts of or the full text of this document please contact the CHAINS Development Team. Please your request to [email protected] The Petty Cash sheet is brought to you by: Community Help And Information Network Sandwell (CHAINS)

2 Here is how the blank pe y cash book looks before you begin entering your transac ons All you need to do is fill in the details for incoming money (on the le side) and outgoings (on the right side) Enter the month and year in these boxes e.g APRIL 2011 Money you put into the pe y cash goes Money you spend through the pe y cash is recorded on this side into this side - Either as cash drawn from the bank account / small dona ons etc Notes: You only need to insert a balance bought forward (Balance B/Fwd) for the first month of April a er that these balances will transfer automa cally from month to month (see example spreadsheet later).

3 Here is a copy of a completed monthly record In the Expenditure (Outgoings) columns you need to enter the DATE / VOUCHER NUMBER (see note below) / AMOUNT SPENT /- YOU ALSO NEED TO INSERT THE AMOUNT A SECOND TIME ON THE SAME LINE UNDER ONE OF THE HEADINGS AS IN THE EXAMPLE. Note: Voucher Number - You can buy a book of numbered pe y cash vouchers from any sta oners. Complete a voucher for each item a ach the top voucher copy to the receipt and file these in order remember to enter the voucher number onto the spreadsheet as above) As a check to make sure everything is entered onto the spreadsheet the totals in these 2 GREEN boxes should match if the don t you have missed something out an error has been made.

4 There is a page for each month (12 pages) - running from April to March which is inline with the standard financial year. You get to each page by Clicking on the tabs at the bo om of the page (see below).

5 PLEASE NOTE: The purpose of this tool is to introduce small community groups to the basic ideas of handling and managing monies - IT IS NOT A FULL ACCOUNTS SYSTEM AND SHOULD NOT BE SEEN AS SUCH - However it may well fit the needs of very small groups with limited income and expenditure. Notes: The pe y cash book has been created using a template Spreadsheet created with Microso Excel (version Office ) To use the spreadsheet you will need to be using a Windows based computer and Microso Office OR An Apple Mac computer running the Mac version of Microso Office. YOU Don t need to know how to use spreadsheets to use the cash book just follow these simple crib notes and you should be fine. The spreadsheet has been protected this means you can only enter informa on into certain parts and that you can t mess up the bits that create the running totals for you. This has been done deliberately to prevent people accidentally dele ng the elements that make the spreadsheet work. If you are unsure of what you are doing get started by having a play around with the system before you start trying to use the system properly. You can delete any data you enter onto the spreadsheet and start all over again if you need to - because we have protected the cashbook you can t accidentally mess up the system. The spreadsheet is provided FREE by CHAINS - We are happy for you to copy and pass this onto others provided you do not look to make gain or profit from so doing.

6 Troubleshoo ng: The template is fixed however when you open the spreadsheet you may find the date column look like this DON T PANIC Just adjust the zoom facility at the bo om of the page to anything over 80% and it will display correctly again (Note: different versions of MS Office will access the zoom out tool differently this is Office 2010 here)

7 As we said at the outset this spreadsheet is NOT an accountancy package but it will give you and idea of how to manage monies and for small groups with no staff, li le income and few outgoings this system and the accompanying Cash Book may be all they need. However, if you are in any doubt as to how detailed a record of your finances you need to keep you should get advice from an expert - or speak to your local Council of Voluntary Organisa ons who should also be able to advise you.