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About this tool
Build an analytical imprest petty cash book with running balance, expense-head totals and the reimbursement due.
A petty cash book on the imprest system records small office payments against a fixed float, and this builder posts your vouchers to it: opening cash plus top-ups minus payments gives the running balance, and imprest minus closing balance gives the reimbursement that restores the float. It also produces the analytical columns — totals by expense head such as conveyance, stationery and postage — which are the figures your journal entry actually needs. Add the cash you physically counted and the book is proved against the box.
Open Petty Cash Book Builder on AltFTool — it loads instantly in your browser.
Add your input to the workspace.
Adjust the options until the result looks right.
Copy or download the output and put it to work.
Reimbursement is computed as imprest minus closing balance, so the float always comes back to the same figure.
Every voucher is posted to an expense head and the head totals are summed ready for a single journal entry.
Repeated voucher numbers, dates outside the period and any voucher that would overdraw the float are flagged as you type.
The petty cashier is given a fixed sum — the imprest — and at the end of each period is reimbursed with exactly the amount spent, bringing the cash back to that same fixed sum. It keeps the cash at risk capped and makes the reimbursement claim self-checking, because the claim must equal the total of the vouchers.
Closing balance = opening cash in hand + any extra cash received − total payments made. Under the imprest system that closing balance plus the reimbursement always equals the imprest float, which is the quickest way to spot a posting error.
Typically conveyance and travel, printing and stationery, postage and courier, refreshments, repairs and maintenance, cleaning, staff welfare and a miscellaneous column. Each voucher is entered once in the total column and once in its head column, so the head columns must add back to the total payments.
Recount first, then look for an unrecorded voucher, a top-up that was never entered, or a payment posted twice. A persistent difference is a cash shortage or excess and is written off to a shortage account only with the approval your organisation's policy requires — speak to your accountant before writing anything off.