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You have to introduce good control procedures concerning cash. "Cash in
hand" is very tempting for humans. Good cash procedures avoid tempting
humans.
Open a company account
You have to separate company money from your personal money. The easiest way
is to open a company account. And get a company credit card. Then you will know
if you withdraw company money for personal use.
Keep money coming in separate from money going out
Never put cash received into the petty cash box. Or in your purse. It will
lead to error and confusion in the accounting records. All money coming into the
company must be paid into the bank promptly and entered into the record.
If you have a shop the money must be entered into the cash register as soon
as you receive it.
Money not registered is "burning in the hands of the beholder".
Always give receipts for money received
Giving a receipt protects the person receiving the money. S/he has
documentation. It also assures the person handing over the money that it is
properly accounted for. Receipts should come from a numbered receipt book and
written in ink.
Always obtain receipts from money paid out
Sometimes it is not possible. For instance when purchasing materials from
the market. In this case the amount should be noted down straight away. Then it
can be remembered when coming home. Remember when no receipts there is there are
no proof that a purchase was made.
Pay surplus cash into the bank
Having surplus money laying around the office is a temptation for thieves. A
casual approach to cash on the premises might also make people ´borrow´ from
it.
Every attempt should be made to pay cash into the bank every day or at least
every third day.
Proper procedures when receiving uncounted cash
To protect those who are handling money, there should always be two persons
present when opening cash collection boxes, pay phones and other boxes with
uncounted cash. Both should count the cash and sign the receipt.
Restrict access to petty cash and safe
Restrict access to petty cash and safe to as few people as possible.
Keep cash transaction to an minimum
Petty cash should only be used as payment when all other methods are
inappropriate. Whenever possible use cheque or electronic bank transfers to pay
bills. The advantage of this is that it produces a parallel set of accounts. It
will show when you receive the bank statement.
It also minimises unauthorised staff to make payments. It reduces theft and
fraud.
- Go to next business issue: Physical Control
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