https://wiki.godlovesbrookline.com/mw/index.php?action=history&feed=atom&title=Petty_CashPetty Cash - Revision history2026-09-29T19:28:37ZRevision history for this page on the wikiMediaWiki 1.43.9https://wiki.godlovesbrookline.com/mw/index.php?title=Petty_Cash&diff=1147&oldid=prevSerenity152102: Created2026-04-16T15:54:13Z<p>Created</p>
<p><b>New page</b></p><div>Petty cash is a small, set amount of physical cash kept on hand to cover minor, everyday expenses quickly and conveniently without needing to use a card or issue a reimbursement. It is typically used for things like small supply purchases, last-minute needs, or situations where cash is the easiest option. At Tree of Life, petty cash also includes the cash kept in drawers for making change during events, all of which is tracked together as one total balance in Aplos. The purpose of maintaining petty cash is to ensure these small transactions are handled efficiently while still being properly recorded, so that our financial records remain accurate and every dollar is accounted for.<br />
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= Petty Cash Reconciliation Guide (Simple + Repeatable) =<br />
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== Purpose ==<br />
To make sure:<br />
<br />
* What Aplos says = what you physically have<br />
* Cash is being used and recorded correctly<br />
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= Your Setup =<br />
'''Petty Cash Total = $300'''<br />
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This includes:<br />
<br />
* Cash drawers (for events/change)<br />
* Petty cash box<br />
<br />
All physical cash is treated as '''ONE pool'''<br />
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= 🗓️ When to Reconcile =<br />
<br />
* Weekly (ideal) OR<br />
* After events OR<br />
* Before/after replenishing cash<br />
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= ✅ STEP-BY-STEP RECONCILIATION =<br />
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== Step 1: Count ALL cash ==<br />
Count everything:<br />
<br />
* Drawer 1<br />
* Drawer 2<br />
* Petty cash box<br />
<br />
Add it together<br />
<br />
Write:<blockquote>Total Cash on Hand = ______</blockquote><br />
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== Step 2: Check Aplos balance ==<br />
Go to:<br />
<br />
* Petty Cash account<br />
<br />
Write:<blockquote>Aplos Balance = ______</blockquote><br />
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== Step 3: Compare ==<br />
These numbers should match:<br />
<br />
'''Cash on Hand = Aplos Balance'''<br />
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= 🔍 IF THEY MATCH ✅ =<br />
You’re done. 🎉<br />
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= 🚨 IF THEY DON’T MATCH =<br />
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== Step 4: Look for missing entries ==<br />
Ask:<br />
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=== 1. Was cash spent but not recorded? ===<br />
Enter:<br />
<br />
* Expense<br />
* Paid from: Petty Cash<br />
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=== 2. Was cash used for an event and not deposited? ===<br />
Remove extra cash and:<br />
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* Record deposit to bank (income)<br />
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=== 3. Was petty cash replenished but not recorded? ===<br />
Enter:<br />
<br />
* Transfer from Checking → Petty Cash<br />
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== Step 5: Recount + recheck ==<br />
Repeat until:<br />
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Aplos = Real Cash<br />
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== Step 6: If still off (rare) ==<br />
Record a small adjustment:<br />
<br />
* Short → Misc Expense (Cash Over/Short)<br />
* Over → Misc Income<br />
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= 🔁 NORMAL CASH FLOW (Cheat Sheet) =<br />
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== When you SPEND cash ==<br />
<br />
* Record expense → Paid from Petty Cash<br />
* Cash decreases<br />
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== When you RUN AN EVENT ==<br />
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* Start with drawer base (e.g., $100)<br />
* End with more cash<br />
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Remove the extra<br />
<br />
Deposit to bank<br />
<br />
Record income<br />
<br />
Do NOT record this through petty cash<br />
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== When cash gets LOW ==<br />
<br />
* Add money from bank<br />
* Record: Transfer Checking → Petty Cash<br />
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= GOLDEN RULES =<br />
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# '''Petty cash should ALWAYS equal real cash'''<br />
# '''Never “guess” or force numbers to match'''<br />
# '''Only record what actually happened'''<br />
# '''Don’t mix sales activity with petty cash expenses'''<br />
# '''Fix issues immediately—don’t let them pile up'''<br />
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