Cash bookis a book of original entry in which transactions relating only to cash receipts andpaymentsarerecordedin detail. When cash is received it is entered on the debit or left hand side. Similarly, when cash is paid out the same isrecordedon the credit or right hand side of the cash book.
Thecash book, though it serves the purpose of acash bookof original entry viz., cash journal really it represents the cash account of the ledger separately bound for the sake of convenience. It is more a ledger than a journal. It is journal as cash transactions are chronologicallyrecordedin it. It is a ledger as it contains a classified record of all cash transactions. Thebalancesof thecash bookarerecordedin the trial balance and the balance sheet.
Vouchers:
For Every entry made in thecash bookthere must be a proper voucher. Vouchers are documents containing evidence ofpaymentand receipts. When money is received generally a printed receipt is issued to the payer but counterfoil or thecarbon copyof it is preserved by the cashier. The copy receipts are called debit vouchers, and they support the entries appearing on the debit side of thecash book. Similarly whenpaymentis made a receipt is obtained from the payee. These receipts are known as credit vouchers. All thedebit and creditvouchers are consecutively numbered. For ready reference thenumberof the vouchers are noted against the respective entries. A column is provided on either side of thecash bookfor this purpose.
Balancing Cash Book:
Thecash bookis balanced at the end of a given period by inserting the excess of the debit on the credit side as "by balance carried down" to make both sides agree. The balance is then shown on the debit side by "To balance brought down" to start the next period. As one cannot pay more than what he actually receives, thecash bookrecording cash only can never show a credit balance.
Format:
The following is the simple format of acash book:
| Date | Particulars | L.F. | Amount | Date | Particulars | L.F. | Amount |
| | | | | | | | |
Single Column Cash Book:
Definition and Explanation:
Single column cash bookrecords only cash receipts andpayments. It has only one money column on each of thedebit and creditsides of the cash book. All the cash receipts are entered on the debit side and the cashpaymentson the credit side.
While writing a single column cash book the following points should be kept in mind:
The pages of the cash book are vertically divided into two equal parts. The left hand side is for recording receipts and the right hand side is for recordingpayments.
Being the cash book with thebalancebrought forward from the preceding period or with what we start. It appears at the top of the left side as "ToBalance" or "To Capital" in case of a newbusiness.
Record the transactions in order of date.
If any amount of cash is received on an account, the name of that account is entered in the particulars column by the word "To" on the left hand side of the cash book.
If any amount is paid on account, the name of the account is written in the particulars column by the word "By" on the right hand side of the cash book.
It should be balanced at the end of a given period.
Posting:
Thebalanceat the beginning of the period is not posted but other entries appearing on the debit side of the cash book are posted to the credit of the respective accounts in the ledger, and the entries appearing on the credit side of the cash book are posted to the debit of the proper accounts in the ledger.
Format of the Single Column Cash Book:
Following is the format of the single column cash book:
| Date | Particulars | L.F. | Amount | Date | Particulars | L.F. | Amount |
| | | | | | | | |
Example:
Write the following transactions in the simple cash book and post into the ledger:
| 1991 | | |
| Jan. 1 | Cash in hand | 15,000 |
| " 6 | Purchased goods for cash | 2,000 |
| " 16 | Received from Akbar | 3,000 |
| " 18 | Paid to Babar | 1,000 |
| " 20 | Cash sales | 4,000 |
| " 25 | Paid for stationary | 60 |
| " 30 | Paid forsalaries | 1,000 |
| " 31 | Purchasedoffice furniture | 2,000 |
Solution:
Cash Book
| Date | Particulars | L.F. | Amount | Date | Particulars | L.F. | Amount |
|
|
| |
| ToBalanceb/d |
| To Akbar |
| To sales a/c |
|
|
|
| |
| |
|
| ToBalanceb/d |
|
|
| |
| 15,000 |
| 3,000 |
| 4,000 |
|
|
|
|
| 22,000 |
|
| 15,940 |
|
|
| |
| By Purchases a/c |
| By Babar |
| By stationary |
| BySalariesa/c |
| By Furniture a/c |
| ByBalancec/d |
|
|
|
|
|
|
| |
| 2,000 |
| 1,000 |
| 60 |
| 1,000 |
| 2,000 |
| 15,940 |
|
| 22,000 |
|
|
|
Akbar
| | | |
1991
Jan. 16
|
By Cash |
$
3,000
|
Sales Account
| | | |
1991
Jan. 2
|
By Cash |
$
4,000
|
Purchases Account
1991
Jan. 6
|
To Cash |
$
2,000
|
|
|
|
Babar Account
1991
Jan. 18
|
To Cash |
$
1,000
|
|
|
|
Stationary Account
Salaries Account
1991
Jan. 30
|
To Cash |
$
1,000
|
|
|
|
Furniture Account
1991
Jan. 31
|
To Cash |
$
2,000
|
|
|
|
Two Column Cash Book/Double Column Cash Book:
Definition and Explanation:
Adouble column cash bookortwo column cashbook is one which consists of two separate columns on the debit side as well as credit side for recording cash and discount. In many concerns it is customary forthe traderto allow or to receive small allowance off or against the dues. These allowances are made for prompt settlement of accounts. In certainbusinessalmost all receipts orpaymentsare accompanied by such discounts and in order to avoid unnecessary postings separate columns in the cash book are introduced to record the discounts received or allowed. These discount columns are memorandum columns only. They do not form the discount account. The discount column on the debit side of the cash book will record discounts allowed and that on the credit side discounts received.
Posting:
The cash columns will be posted in the same way as single column cash book. But as regards discount column, each item of discount allowed (Dr. side of the cash book) will be posted to the credit of the respective personal accounts. Similarly each item of discount received will be posted to the debit of the respective personal account. Total of the discount column on the debit side of the cash book will be posted to the debit side of the discount account in the ledger and the total of discount column on the credit side of the cash book on the credit side of the discount account. The discount columns are not balanced like cash column of the tow column cash book.
Format of the Double Column Cash Book:
Debit Side Credit Side
| Date | Particulars | V.N. | L.F. | Discount | Cash | Date | Particulars | V.N. | L.F. | Discount | Cash |
| | | | | | | | | | | | |
Example of Two Column Cash Book:
From the following transactions write up a two column cash book and post into ledger:
| 1991 | |
| Jan. 1 | Cash in hand $2,000 |
| " 7 | Received from Riaz & Co. $200; discount allowed $10 |
| " 12 | Cash sales $1,000 |
| " 15 | Paid Zahoor Sons $500; discount received $15 |
| " 20 | Purchased goods for cash $300 |
| " 25 | Received from Salman $500; discount allowed $15 |
| " 27 | Paid Hussan & Sons $300. |
| " 28 | Bought furniture for cash $100 |
| " 31 | Paid rent $100 |
Solution:
Cash Book
Debit Side Credit Side
| Date | Particulars | V.N. | L.F. | Discount | Cash | Date | Particulars | V.N. | L.F. | Discount | Cash |
1991
Jan.1
" 7
" 12
" 25
1991
Feb1
|
To Balance b/d
To Riaz & Co.
To Sales a/c
To Salman
To Balance b/d | |
|
10
15 |
2,000
200
1,000
500 |
1991
Jan.5
" 20
" 27
" 28
" 31
|
By Zahoor & Sons
By purchase a/c
By Hussan&Sons
By Furniture a/c
By Rent a/c
By Balance c/d
| | |
15 |
500
300
300
100
100
2,400 |
| 25 | 3,700 | 15 | 3,700 |
| |
2,400 | | |
Riaz & Co.
| | | |
1991
Jan. 7
|
By Cash
By Discount |
$
200
10
|
Sales Account
| | | |
1991
Jan. 12
|
By Cash |
$
1,000
|
Salman Account
|
|
|
1991
Jan. 25
|
By Cash
By Discount |
$
500
15
|
Babar Account
1991
Jan. 18
|
To Cash |
$
1,000
|
|
|
|
Zahoor Account
1991
Jan. 15
|
To Cash
Discount |
$
500
15
|
|
|
|
Purchases Account
Hussan & Sons
Furniture Account
Rent Account
Discount Account
1991
Jan. 31
|
To Sundries as per Cash book |
$
25
|
1991
Jan. 31
|
By Sundries as per cash book |
15
|
Three Column Cash Book:
Definition and Explanation:
Athree column cash bookortreble column cash bookis one in which there are three columns on each side -debit and creditside. One is used to record cash transactions, the second is used to record bank transactions and third is used to record discount received and paid.
When atraderkeeps a bank account it becomes necessary to record the amounts deposited into bank and withdrawals from it. Fir this purpose one additional column is added on each side of the cash book. One of the mainadvantages of a three column cash bookis that it is very helpful to businessmen, since it reveals the cash andbank depositsat a glance
Writing a Three column Cash Book:
Opening Balance:
Put the opening balance (if any) on cash in hand and cash at bank on the debit side in the cash book and bank columns. If the opening balance is credit balance (overdraft) then it will be put in the credit side of the cash book in the bank column.
Cheque/Check or Cash Received:
If achequeis received from any person and is paid into the bank on the same date it will appear on the debit side of the cash book as "To a Person". The amount will be shown in the bank column. If thechequereceived is not deposited into the bank on the same date then the amount will appear in the cash column. Cash received will be recorded in the usual manner in the cash column.
Payment By Cheque/Check or Cash:
When wemake paymentbycheque, this will appear on the credit side "By a person" and the amount in the bank column. If thepaymentis made in cash it will be recorded in usual manner in the cash column.
Contra Entries:
If an amount is entered on the debit side of the cash book, and the exact amount is again entered on the credit side of the same account, it is called "contra entry". Similarly an amount entered on the credit side of an account also may have a contra entry on the debit side of the same account.
Contra entries are passed when:
Cash is deposited into bank by office:It ispaymentfrom cash and receipt in bank. Therefore, enter on credit side, cash column "By Bank" and on debit side bank column "To Cash". The reason for making two entries is to comply with the principle of double entry which in such transactions is completed and therefore, no posting of these items is necessary. Such entries are marked in the cash book with the letter "C" in the folio column
Cheque/Check is drawn for office use:It ispaymentby bank and receipt in cash. Therefore, enter on the debit side, cash column "To Bank" and on credit side, bank column "By Cash".
Bank Charges and Bank Interest Allowed:
Bank charges appear on the credit side, bank column "Bank Charges." Bank interest allowed appear on the debit side, bank column "To Interest".
Posting:
The method of posting three column cash book into the ledger is as follows:
The opening balance of cash in hand and cash at bank are not posted.
Contra Entries marked with "C" are not posted.
All other items on the debit side will be posted to the credit of respective accounts in the ledger and all other items on the credit side will be posted to the debit of the respective accounts.
As regards discounts the total of the discount allowed will be posted to the debit of the discount account in the ledger and total of the discount received to the credit side of the discount account.
Format of the Three Column Cash Book:
Debit Side Credit Side
| Date | Particulars | V.N. | L.F. | Dis-count | Cash | Bank | Date | Particulars | V.N. | L.F. | Dis-count | Cash | Bank |
| | | | | | | | | | | | | | |
Example of Three Column Cash Book:
On January 1, 1991 Noorani Stores cash book showed debit balance of cash $1,550 and bank $13,575. During the month of January followingbusinesswas transacted.
| 1991 | |
| Jan.1 | Purchased officetypewriterfor cash $750; cash sales $315 |
| " | Deposited cash $500 |
| " 4 | Received from A. Hussan acheque for $2,550 in partpayment of his account |
| " 6 | Paid bycheque for merchandise purchased worth $1,005 |
| " 8 | Deposited into bank the chequereceived from A. Hussan. |
| " 10 | Received from Hayat Khan acheque for $775 in full settlement of his account and allowed him discount $15. |
| " 12 | Sold merchandise to Divan Bros. for $1,500 who paid bychequewhich was deposited in the bank. |
| " 16 | Paid Salman $915 bycheque, discount received $5 |
| " 27 | Paid to Gulzar Ahmad bycheque$650 |
| " 30 | Paid salariesby cheque$1,750 |
| " 31 | Deposited into bank the chequeof Hayat Khan. |
| " 31 | Drew from bank for office use $250. |
You are required to enter the above transactions in three column cash book and balance it.
Solution:
Noorani Stores
Cash Book
Debit Side Credit Side
| Date | Particulars | V.N. | L.F. | Dis-count | Cash | | Date | Particulars | V.N. | L.F. | Dis-count | Cash | |
1991
Jan.1
" 1
" 3
" 4
" 8
" 10
" 12
" 31
" 31
1991
Feb.1
|
To Balance b/d
To Sales a/c
To Cash a/c
To A Hussan
To Cash
To Hayat Khan
To Sales a/c
To Cash
To Bank
To Balance b/d | |
C
C
C
C
|
15 |
1,550
1,315
2,550
775
250 |
13,575
500
2,550
1,500
775
|
1991
Jan.1
" 3
" 6
" 8
" 16
" 27
" 30
" 31
" 31
|
By Office Equip.
By Bank
By Purchases a/c
By Bank
By Salman
By Gulzar
By Salaries a/c
By Bank
By Cash
By Balanced c/d
| |
C
C
C
C |
5 |
750
500
2,550
775
1,865
|
1,005
915
650
1,750
250
14,330 |
| 15 | 6,440 | 18,900 | 5 | 6,440 | 18,900 |
| |
1,865 |
14,330 | | | |
Sales Account
| | | |
1991
Jan. 1
" 12
|
By Cash
By Cash |
$
1,315
1,500
|
A. Hussan
| | | |
1991
Jan. 4
|
By Cash |
$
2,550
|
Hayat Khan
|
|
|
1991
Jan. 10
|
By Cash
By Discount |
$
775
15
|
Office Equipment Account
Purchase Account
1991
Jan. 6
|
To Cash
|
$
1,005
|
|
|
|
Salman
1991
Jan. 16
|
To Cash
To Discount |
$
915
5
|
|
|
|
Gulzar Ahmad
Salaries Account
1991
Jan. 30
|
To Cash |
$
1,750
|
|
|
|
Discount Account
1991
Jan. 31
|
To Sundries as per Cash book |
$
15
|
1991
Jan. 31
|
By Sundries as per cash book |
5
|
