Cash Book Format

Importance of true format

Talking about cash flow in a business between accountants, business owners, banks managers and tax inspectors has an standard format like a language, so that only cash book with standard format are acceptable not anything else. if you Observe standard format in cash book entry then you don’t need extra time to describe your cash reports for users of it as business owners, auditors, bank stuffs and others in decision times.

Standard format of cash book is a most for cash flow reports.

Cash book format on paper

This is an example of the cheque payments that maintained for bank entries. all amounts of accounts has been wrote by hand on paper as a manual cash book.

Cash book entry of cheque payments

Cash book entry of cheque payments

The total of £398.79 would be credited to the bank account in the nominal ledger

Journal entry of this payment is:

Journal entry example of cheque payments

Folio numbers in cash book

Various accounts are debited and these are identified by the folio numbers. folio numbers could are  any word and summary of a word, usually s will be used for sales, and so on …

  • S: Sales Invoices
  • J : General journal entry
  • P : Purchase Entry
  • CR: Cash receipt
  • CP: Cash payment
  • QP: Check payment
  • QR: Check receipt
  • WS: Wire money sent
  • WR: Wired money receipt

In reality there maybe hundreds of entries or perhaps many more. The posting may be made easier by analyzing the payment amounts over extra columns. If there are three entries for bank charges, only the total of the bank charges need be posted, rather  than three individual items.

The following exceptionally simple illustration shows how three extra columns could be added in support of the above five payments.

Columns in manual Cash book
Columns in Cash book

This means that only three debits need be posted instead of five. In a significant business the reduction in the number of postings might be very large. there will be a corresponding side for the receipts, but as the principles are the same it is not necessary to show an illustration. The next example shows a full cash book balanced at the month end.

The folios identify the accounts to be posted as the opposite side of the double entry. Various identification systems may be encountered but you will probably have no difficulty realizing that “SL” means sales ledger and that PL means purchase ledger.

This is a completed cash book for the month of September and the book has been ruled off and balanced. The balancing may be done at any time but once a month is typical. It is done by adding the columns and writing in the difference on the side that has the smaller of the two figures. This is expressed as the balance carried down. The two columns then add to the same amount.

The balancing figure is then transferred to the other column and becomes the opening balance in the next period.

Opening balance of cash account
Opening balance of cash account

In the example the balance brought down (bid) on 1 September is on the receipts side which means that there is money in the bank and no overdraft. This is still the position when the account is balanced on 30 September.

The four figure numbers before the names on the payments side are cheque numbers. This is optional and will assist when the bank reconciliation is done.

Another example

Following is an extremely simple example of a cash book that combines both cash entries and bank entries. It shows receipts and payments for both and it is balanced for both. For the sake of simplicity the pence have been omitted and only the pounds are shown.

Finally it should be mentioned that -cash books sometimes incorporate discount columns. This is for discounts deducted by customers because they have paid within the permitted period, and for discounts deducted from payments by the business for the same reason. In practice, as you may know, settlement discount is often deducted although the settlement terms have not been properly observed. Policing the system causes many practical problems and dilemmas. Sales managers are often reluctant to have their customers annoyed by requests for additional payments.

Cash book entry of sales
Cash book entry of sales

How to maintain cash book

The cash book will have two sides, one for payments (Credit) and one for receipts (Debit). It means when you receive money so that, your cash account will be debit and reverse.
In the most business and trading companies, there are more than one cash account. For example, maybe there are petty cash, cash on hand, cash in wire, …
Also, petty cash could has some sub groups in hands of different staffs like receptions, salesperson, cleaning section and more.Ledger book is the best place to categorize accounts of cash truly as you see in below photo (chart of accounts in iGreen accounting software)

Cash accounts in ledger book

Cash accounts in ledger book

Formats for a cash book

  • Official Format
  • Shop Format

Official format vs shop format

Name of columns “Debit” and “Credit” in official format have been change to “Income” and “Expense” in shop format

Official format of Cash Book

Official format

Shop format of Cash Book

Shop format

In official format there are columns Date, Description, Debit and Credit but in shop format there are columns: Date, Description, Income and Expense.Debit and Credit are used in accounting concepts and professional format but these terms are hard to understand for normal user so in shop format term Income will used for Debit and Expense Will used for Credit.

Real Practice of Cash Book Entry

To do cash book entries in journal as payment and receipt money in a real accounting software ( iGreen Accounting )

Note: in iGreen accounting, when you using cash receipt form or cash payment form, you don’t need to enter a journal entry separately and this type of entry will be done by iGreen as accounting standard.

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