Ready-To-Use Cash Book Templates in Excel, OpenOffice Calc, and Google Sheet to easily record and reconcile your cash transaction.
This template consists of 5 different cash book templates with sample data to help you better understand the working of each type.
In addition to the above, this template also consists of printable versions of all the types of cash book formats.
Download Cash Book Format in Excel, OpenOffice Calc & Google Sheet
To simplify the tedious job of accountants, we have created 5 Cash Book Templates with predefined formulas. Just download the file and start using the desired cash book format.
This template consists of 5 Templates: Simple Cash Book, Cash Book With Discount, Triple Column Cash Book, Cash Book With Tax, and Cash Book With Discount and Tax.
Feel free to contact us for the customization of this template as per your requirement. We also design new templates based on your needs. You can hire us for our services on Fiverr or directly contact us at email@example.com.
What is Cash Book?
A Cash Book is an accounting journal to record cash receipts and payments including deposits and withdrawals of cash in the bank.
In simple terms, Cash Book is a subsidiary accounting ledger to record cash transactions. The accountant posts the cash book entries into the general ledger.
The cashier or the accountant records transactions date-wise in chronological order. This makes it easy to reconcile at the end of the period.
Larger companies with a higher volume of transactions use two different journals to record their cash transactions: Disbursement Journal and Receipt Journal.
Moreover, the disbursement journal records all the payments whereas the receipt journal records all the inward transactions of cash. It records all the receipts on the debit side and all the payments on the credit side.
Furthermore, a cash book will always have a debit balance. The reason is that you cannot pay more than what you have. The reconciliation time depends on the volume of transactions.
Usually, small businesses reconcile on a fortnight or monthly basis. Whereas large businesses with a higher volume of transactions reconcile daily.
Purpose of A Cash Book
The main purpose of a cash book is the efficient management of cash flow in the business. Eventually, this makes it easier for us to determine cash balances as and when required.
In addition to the above, it helps the accountants, finance heads, and the company’s higher management to budget their activities depending on the cash flow. Moreover, it is easy to access information from a cash book as compared to a ledger.
Rules for Recording Transactions
A Cash Account refers to an Asset account or a Real Account. Thus, an increase in Cash/Bank needs to be debited and a decrease in Cash/Bank account needs to be credited.
You can record cash transactions in a cash book with two different approaches. One is Traditional Approach and another is the Equation based approach.
Cash is a real account. Thus, the traditional approach follows the following rule:
” Debit what comes in and credit what goes out.”
In other words, debit all the inward cash transactions and credit all the outward cash transactions.
In the equation-based method, cash refers to an asset. This method follows the following rule:
“Debit every increase in asset and Credit every decrease in asset.”
Process of Recording Transactions
Follow the below-given steps to records transactions in a cash book:
- Enter the date of the transaction.
- Define the account and record on the debit or credit side based on the nature of the transaction.
- Insert the amount paid/received.
- Reconcile as per the organization’s needs.
The closing balance of one period is the opening balance of the other period. Hence, the difference between the debit and credit sides is the closing balance of the current period and the opening balance of the preceding period.
Types of Cash Book
Al large, the cash book is divided into two: General Cashbook and Petty Cash Book. The general Cashbook is further divided into five types:
- Simple Cash Book (Single Column).
- Double Column Cash Book (With Discount).
- Triple Column Cash Book. (With Bank and Discount).
- Cash Book With Tax (Sales Tax/GST/VAT).
- Cash Book With Tax and Discount.
Let us understand each type of cash book and in detail.
Simple Cash Book Template
A simple cashbook consists of a single amount column on both the debit and credit sides to record cash transactions. Thus, it is also known as single column cashbook.
We have created a ready-to-use Simple Cashbook Template with predefined formulas. Just make regular entries in the simple cash book and it automatically displays totals of cash inflow and cash outflow.
Moreover, it also displays a complete summary of the cash book at the top. This includes totals of Cash Inflow, Cash Outflow, and Current Cash Book Balance.
Components of Simple Cashbook
This template consists of two sections: Summar Section and Transaction Section.
The summary section consists of the following heads:
The Cash inflow and outflow will automatically display the total inflow and outflow from the data input section. Balance is the difference between the total inflow and total outflow. Inflow minus Outflow is equal to Closing Balance.
For reconciliation purposes, the user needs to enter the Actual Cash and it will show the difference. This will help the user to identify and reconcile at the end of the period.
If the difference is 0 then it’s all set. But if the total is positive then it might be possible that you have forgotten to record any inflow transaction. And if there is a negative balance then it is possible that you haven’t recorded any expenditures.
The transaction section consists of two sides: Cash inflow and Cash outflow. Each side includes the following columns to record your daily cash transaction:
Printable Simple Cashbook Format
This template also comes with a printable version of the Simple Cashbook. Click on the image to view and print the printable Simple Cashbook:
Cash Book With Discount Column
Cashbook with Discount or Double column cashbook consists of an additional column to record the trade discounts on both debit and credit sides.
We have created a ready-to-use Cashbook Template with Discount with predefined formulas. Just record the daily Cash Inflow and Cash Outflow transactions along with discounts allowed and discounts received. It automatically displays totals of Cash Inflow and Cash Outflow.
Components of Cashbook With Discount Column
The Double Column Cashbook or Cashbook Template with Discount consists of two amount columns: One for Discounts and another for the Cash amount.
This template also consists of a summary section. In addition to totals of cash inflow, outflow, and the balance details, it also consists of total discounts received and discounts given.
Insert discount percentage in the blank cell below the e discount percentage. This will help to auto-calculate the discount amount on the cash inflow side. The discounts on payments will depend on the supplier. Hence, you need to manually enter the discounts.
Moreover, it also displays the difference between discounts given and received to know how much profit/loss was made using discounts.
The debit side consists of 5 columns: Date, Transaction Details, Invoice Amount, Discount, and Amount. The invoice amount is the actual amount of the invoice.
The discount column automatically calculates the discount amount based on the percentage given above and displays the final cash amount.
On the credit side, the discount amount has to be manually inserted based on actual discounts received. The final amount column displays the amount after deducting the discounts.
Printable Cashbook With Discount
This template also comes with a printable version of the Cashbook With Discount. Click on the image to view and print the printable Cashbook With Discount:
Triple Column Cash Book
The triple column cashbook consists of 3 different columns to record transactions. In addition to the cash and discount column, it also consists of a bank column.
Any debits or credit transactions made for business use through banks that involve cash deposits or withdrawals will be recorded in this column.
Components of Triple Column Cashbook
This template also consists of two sections: Summary Section and Transaction Section.
The summary section is the same as the above template. Additionally, it consists of the totals of bank inward and outward transactions. This can be helpful in the reconciliation of bank transactions.
The transaction section consists of 4 columns: Cash, Discount, Final Cash, and Bank. Similar to the above template, the discount column on the debit side is auto-calculated based on the percentage provided. Whereas the user needs to manually enter the discount amount on the credit side.
Printable Triple Column Cashbook
Similarly, this template also consists of a printable version of Triple Column Cash Book. Click on the image to view and print the Triple Column Cashbook:
Cash Book With Tax (Sales Tax/VAT/GST)
Earlier the business systems were tax less. Nowadays, different countries have different taxes applicable to business processes.
For example, Sales tax in the US, VAT in the Gulf and the Middle Eastern Countries, and GST in the UK and other Asian Countries.
Thus, keeping this in mind, we have created Cash Book Template with Tax. Just predefined the tax percentage and it will automatically calculate the tax amount on each transaction.
Components of Cashbook With Tax
This template consists of a summary section and a transaction section. In addition to the cash inflow and cash outflow summary, it also consists of Tax received and Tax paid summary. The difference amount is the amount to be paid to the government.
Using this template makes it easier for the accountant to calculate input and output tax. Moreover, it displays the difference between input and output tax. If the input is more, it shows a negative balance, whereas if the output is more, it displays a positive balance.
A positive balance means you have to pay the difference of tax to the government and a negative balance means you are eligible for an input tax credit.
The transaction section consists of the following columns:
The tax amount column consists of predefined formula. Hence, tax amounts on both the debit and credit sides are auto-calculated.
Printable Cashbook With Tax
You can download and print the Printable Cash Book Template With Tax. Click on the image to view and print the Cashbook With Tax:
Cash Book Template with Tax & Discount
The last and final template is Cash Book With Tax and Discount. We have created this template for those businesses where discount and tax both are applicable.
Components of Cashbook with Tax & Discount
The summary section consists of totals of cash inflow and cash outflow. Moreover, it consists of a summary of discounts and taxes. Furthermore, it shows the difference between tax collected and paid as well as discounts received and discounts given.
It consists of 4 columns: Cash, Discounts, Tax, and Final Amount on both debit and credit sides of the cash book. The template auto-calculates the Discount amount on the debit side whereas the user has to insert the discount amount manually on the credit side.
Printable Cashbook with Tax & Discount
Click on the image to view and print the Cashbook With Tax and Discount:
Advantages of Cash Book
Following are the main advantages of using a cash book:
- Easy recording of transactions based on the nature of transactions. You can use the best suitable cash book for your business.
- It helps in easy reconciliation of transactions, avoid mistakes and prevent fraud.
- Automation saves time and hence reduces workload.
- It helps to keep a detailed eye on the movement of cash in the business.
- Provides insights to the management to structure their budget and other important decisions based on the company’s cash flow.
- It avoids the journaling of huge cash transactions into the general ledger.
Frequently Asked Questions
Yes, a petty cash book is a type of cash book. It is used for small and recurring business expenses made in a business. A small amount of petty cash is allocated to the cashier to make payments of regular, recurring, and small expenditures such as stationery, postage, courier, etc. The two components of Cashbook are disbursements and receipts. Cashbook is a separate ledger whereas a cash account is a part of a general ledger. Cash balances are reported in the cash account at the end of the period. A cashbook requires narrations about the receipts and payments but a cash account doesn't require a narration. It directly posts the required account. Usually, these three documents are required for entries: A cash discount is a form of concession given to debtors from the amount to encourage prompt payments. It is known as Discount allowed. The discount allowed is recorded on the debit side of the cash book. Similarly, discounts received by the trader from its supplier is known as Discount received and is recorded on the credit side of the cashbook. Discount received discount given for the supplier and hence helps in prompt payments for suppliers and cash benefits for the buyers.
Is petty cash book a type of cash book?
What Are the Two Components of a Cash Book?
What's the Difference Between Cash Book and Cash Account?
What are the documents required for Cash Book entries?
1. Cash Memo
2. Receipts (Credit) Voucher
3. Payments (Debit) Voucher
What are cash discounts?
Yes, a petty cash book is a type of cash book. It is used for small and recurring business expenses made in a business. A small amount of petty cash is allocated to the cashier to make payments of regular, recurring, and small expenditures such as stationery, postage, courier, etc.
The two components of Cashbook are disbursements and receipts.
Cashbook is a separate ledger whereas a cash account is a part of a general ledger. Cash balances are reported in the cash account at the end of the period. A cashbook requires narrations about the receipts and payments but a cash account doesn't require a narration. It directly posts the required account.
Usually, these three documents are required for entries:
A cash discount is a form of concession given to debtors from the amount to encourage prompt payments. It is known as Discount allowed. The discount allowed is recorded on the debit side of the cash book. Similarly, discounts received by the trader from its supplier is known as Discount received and is recorded on the credit side of the cashbook. Discount received discount given for the supplier and hence helps in prompt payments for suppliers and cash benefits for the buyers.
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