商务秘书实务Chapter-14-Petty-cash-management课件.ppt

1、ChapterChapter 14 14Petty Cash ManagementIntroductionWhat is Petty Cash?smallThe small amount of cash that is available for payment of small items. Necessary cash for every firmWithout the services of a bank IntroductionPetty cash is used for: The person in charge of petty cash is: teatea, , coffee

2、coffee, , milk and sugar for the office staff, bus or taxi milk and sugar for the office staff, bus or taxi fares, parking fees, postage stamps, cleanerfares, parking fees, postage stamps, cleaners wages, and s wages, and small items of office stationery. small items of office stationery. secretarya

3、 senior clerkoften called a petty cash custodianIn a small or medium size firmin a big companyWhere is Petty Cash Stored? It must be kept in a lockable It must be kept in a lockable cash boxcash box with a removable with a removable traytray, , and the box must be locked in a and the box must be loc

4、ked in a cupboardcupboard. . bank notes stored under the traycoins stored on the trayThe Imprest System The petty cash account is usually kept on a system called the imprest system. The petty cash fund 200017154832000At the beginningAt the endAt the next beginningbalance A sum of money equal the amo

5、unt which has been spent is disbursed at the end of a regular period usually a week or a month. The Imprest SystemThe company management should develop a policy:how much money should be available in the how much money should be available in the petty cash reservepetty cash reservea maximum expenditu

6、re which can be paid a maximum expenditure which can be paid with petty cashwith petty cash/The fund should be enough to cover petty The fund should be enough to cover petty cash expenditures for a regular period. cash expenditures for a regular period. /Neither too small nor too bigNeither too smal

7、l nor too big Once the board has determined how large a fund is needed, a check can be written to the petty cash custodian to establish the petty cash fund. Petty Cash Voucher A voucher is a written record of disbursement, and is used for the management of the petty cash. It must be signed by the It

8、 must be signed by the person receiving the money and person receiving the money and the person authorizing the the person authorizing the payment.payment. The clerk in charge of the petty The clerk in charge of the petty cash must not pay out any petty money cash must not pay out any petty money wi

9、thout a voucher. without a voucher. Note 1:Note 2:Petty Cash Voucher A voucher is a written record of disbursement, it is used for the management of the petty cash. A receipt should be produced for A receipt should be produced for anythinganything bought out of petty cash. bought out of petty cash.

10、The vouchers should be The vouchers should be numbered numbered for filing purposefor filing purpose. . Vouchers can be printed by secretary; pads of petty cash vouchers can be purchased in some stationery stores. Note 3:Note 4:Note 5:Petty Cash Voucher A Sample Petty Cash VoucherReimbursements from

11、 a Petty Cash Fund In reimbursement the proof of purchase is In reimbursement the proof of purchase is very importantvery important. . make a small make a small purchasepurchaseget a receiptget a receipt complete a petty complete a petty cash vouchercash voucher Get the voucher Get the voucher appro

12、vedapprovedreimbursementbursement Reimbursements from a Petty Cash Fund In some cases, the company may permit In some cases, the company may permit an advance from petty cash to cover an an advance from petty cash to cover an upcoming purchase. upcoming purchase. There would be two vouchers for the

13、same caseOne without an approving signature but has an accurate figureOne with an approving signature and a big sumThese 2 vouchers are numbered xx-1 and xx-2.An Electronic Worksheet for a Petty Cash Account There should be an account in the computer of the petty cash There should be an account in t

14、he computer of the petty cash custodian which should be made in the form of spreadsheet.custodian which should be made in the form of spreadsheet. A specimen petty cash account Summary Petty cash is used for small payments on office sundries. A secretary may be responsible for maintaining a petty ca

15、sh system, or should be familiar with the procedures involved for supervision purposes.Petty cash is operated on the imprest systemPetty cash is operated on the imprest systemA float was given as the imprestA float was given as the imprestThe money should be locked in a cash boxThe money should be l

16、ocked in a cash boxReceipts must be obtainedReceipts must be obtainedEach transaction should be recordedEach transaction should be recordedThe petty cash voucher must be authorizedThe petty cash voucher must be authorizedDetails are transferred to the spreadsheetDetails are transferred to the spreadsheetThe money left in the cash box is countedThe money left in the cash box is countedFunds are asked for to restore the imprestFunds are asked for to restore the imprest THANK YOU