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Cash Control

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

Whatever you can do or dream you can. Boldness has genius, power and magic in it.
- Johan Wolfgang von Goethe

Four Ways of Safeguarding Cash
Delegated Authority
Cash Control
Physical Control
Stock Registration
What is Accountancy?
Principles in Accounting
Understand Financial Info
Safeguarding Your Assets
Help to Take Action
Close your Business