Printable pages you can use in your business oras you study, learn and practice bookkeeping.Bookkeeping Formsand TemplatesIncludes: Cash book spreadsheet Bank reconciliation form Delivery docket template Sales invoice template Statement of account Petty cash log Petty cash vouchersPlusAll the pages, as seen on our website, that describehow to process each form in the business setting.
Bookkeeping Forms and TemplatesFeel free to share this eBook with your friends, fans, subscribers and followers,but please link back to www.beginner-bookkeeping.com for attribution.You can post this eBook to your website, forum or online communityfor the sole purpose of sharing it.You may not sell this eBook or promote other products for salewith this eBook without full, written permission from the author.Copyright 2011-2012 Beginner-Bookkeeping.Com.All Rights Reserved.
Table of ContentsCashbook Template . . . . . . . . . . . . . . . . . . . . . . . .4Single Entry Bookkeeping. . . . . . . . . . . . . . . . . . .5Bank Reconciliation Template . . . . . . . . . . . . . . . . . .8How to do Bank Reconciliations . . . . . . . . . . . . . . .9Delivery Docket Template . . . . . . . . . . . . . . . . . . . .13Delivery Docket Template Details . . . . . . . . . . . . . .14Sales Invoice Template . . . . . . . . . . . . . . . . . . . . . .16Sales Invoice How-To's . . . . . . . . . . . . . . . . . . . .17Statement of Account . . . . . . . . . . . . . . . . . . . . . . . 21How to Layout a Statement . . . . . . . . . . . . . . . . . .22Petty Cash Log . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Petty Cash Vouchers . . . . . . . . . . . . . . . . . . . . . . . . 26Petty Cash Procedures . . . . . . . . . . . . . . . . . . . . . 27Links to Free Excel Downloads . . . . . . . . . . . . . . . . . . 32i.ii.iii.iv.Excel Cash Book – 12 months plus basic profit and loss sheet all linkedSales Invoice – fully customizable, include your logoPetty Cash Log and VouchersStatement of AccountSocial Stuff . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
CASHBOOKBusiness / Name:DetailsDateDescriptionMoney InRefMoney OutTotalTotal Copyright www.beginner-bookkeeping.com
Single Entry BookkeepingIt is possible for a business to operate with the single entry bookkeeping system if thebusiness is new and/or the business transactions are low in volume and uncomplicated.Single entry bookkeeping is a great, easy way to ease yourself into accounting! And it’scheap because you do not have to invest in bookkeeping software.This method of bookkeeping is a simple record of income and expenses using a manualcash book and calculator, or a spreadsheet in a self calculating programme such as OpenOffice, Excel or Quattro Pro.There are no asset, liability or equity accounts as per double entry bookkeeping so singleentry bookkeeping cannot be used to produce a balance sheet. However, if your businessby nature remains very small and uncomplicated then you need not be concerned by this.If you are keen on starting with single entry bookkeeping for your budding business thentake a look below at the sample of a cash book/spreadsheet. It’s very easy to set one up justlike it.Cashbook Example The Date - This is the date of the transaction which you can get off the accountingsource documents. Description - A brief description of the transaction. You can put whatever
information you feel necessary, but don’t overdo it! Reference - You can basically choose whatever reference will help you identify thetransaction. Some people use the invoice numbers.The reference can be written somewhere on the transaction document, if it’s not onthere already - like an invoice number. This is a good way of cross referencing thetransaction between the cash book and the document. Income/Expenses - Simply insert the value of the transaction into the appropriatecolumn. is it money coming in to the business or money going out of thebusiness? You could change the headings to ‘Money In’ and ‘Money Out’ if youprefer. Bank - This is a running balance column that changes each time a transaction isentered. Add the income, subtract the expenses. Notice on 01 Apr there is anopening balance. This is the balance taken from the last day in March and broughtforward (b/f) to Apr. It can also be called b/d - brought down.Okay! Now you’ve got the hang of that, let’s discuss the bottom section of thespreadsheet.The Bank ReconciliationThis is done to match the cash book total to the bank statement total for the end of April.You just need to go through and tick each cash book item that has a corresponding entry onthe bank statement. Or you can put an R for reconciled as the example above shows.Also included in the reconciliation is the cheque of 125.00 - this was already written inthe cash book but as at the end of April the supplier had not yet presented it to their bankso it is ‘added back in’. The deposit made of 54.00 is yet to be taken to the bank by ourbookkeeper so this has to be ’taken away’.Do not include any transactions in the cash book that are never going to be reflected on thebank statement. The two should always be in agreement.
Expanding the Single Entry Bookkeeping SpreadsheetIf you want to keep a slightly more detailed cash book you can do the following:-A separate column is made for each sale item and each expense item, and totalled. This is agreat way of keeping closer tabs on how much you are receiving or spending for eachincome or expense type.Incidentally, these separate columns are what make up the ‘accounts’ of a bookkeepingsystem i.e. bank account, stationery account, internet account and so on.With this extended sheet it is wise to double check that the totals going across the sheetadd up to the totals going down the sheet thus maintaining the accuracy of your accounts.The difference between the Income and Expenses is written just below the Income Bankcolumn as the ‘c/f’ figure. Carry on with a bank reconciliation as per previous example.Once your business grows and you’re able to process a cash book with confidence you canmove on from single entry bookkeeping. Remove the training wheels and expand intodouble entry bookkeeping.
BANK RECONCILIATION REPORTBusiness Name:Date of Bank Statement:Bank Account:Outstanding WithdrawalsDateDetailAmountTotal AOutstanding DepositsDateDetailAmountTotal BReconciliationClosing Cash Book BalanceAdd: Outstanding Withdrawals (Total A)Sub-totalLess: Outstanding Deposits (Total B)Expected Bank Statement Balance Copyright : www.beginner-bookkeeping.com
Bank Reconciliation StatementsLearn everything you need to know about bank reconciliation statements for a business - howto do them and how often. This information can also be used to balance your personal bankaccounts.What are Bank Reconciliation Statements?Any business that is receiving and spending money will use banking and bank reconciliationprocedures.The bank will regularly send the business a bank statement which lists in date order themoney that has gone in and out of the bank account.In the meantime, the business’ bookkeeper will have entered these withdrawals and depositsinto the business cash book.Why do Bank Reconciliation Statements Need to be Done?Bank reconciliations verify that the funds goingin and out the cash book agree with the fundsgoing in and out the bank account.
If the closing balance of the cash book does not match the closing balance of the bankstatement, the cash book will need to be adjusted or amended.The reconciliation helps the bookkeeper to find what is causing the difference andmake the necessary adjustments.Of course, there may be an error on the bank statement rather than the cash book,however, in my experience banks very rarely make these errors. I’m not saying theydon’t happen, but it is rare! If you live in a country where you have to collect and pay sales tax, bankreconciliation statements will help you find any entries you may have doubled up onin the cash book – you don't want to pay sales tax unnecessarily. Your tax accountant will want to check the accuracy of your cash book by viewingyour final bank statement and reconciliation statement for the end of the year.An accurate cash book plays a big part in ensuring the correct tax is paid to thegovernment.How Often Should Bank Reconciliation Statements be Done?Bank reconciliation statements are generally completed once a month.However, if your business is very busy with a large number of transactions you could askyour bank for an extra statement mid-month, or even weekly.That way you can easily stay on top of the reconciliations and avoid feeling rushed orstressed once a month.If you have access to internet banking you do not have to wait for the bank to send you astatement. Simply print a transaction listing for the dates you require. Ensure there is anopening balance and a closing balance because these are required to complete an accuratereconciliation.There are no "rules" about how often to do a bank reconciliation statements. You can do itdaily if you wish. Then again, you could do it six monthly but only if you have very fewbusiness transactions.Also important to note is that you should never reconcile a bank statement to today's date,because today is not yet over and your closing balance might change by the end of the day.The most up-to-date you can make a reconciliation is to yesterday's date (meaning up to theday before you prepare a reconciliation).
How to do Bank Reconciliation StatementsOptions on where to do it:1. Enter a reconciliation summary underneath the relevant month in the cash book, or2. Prepare a bank reconciliation form, or3. Invest in bookkeeping software that has reconciliation capabilities.If you are keeping a manual cash book you need to check off each cash book entry againsteach bank statement entry.You can put a small tick on the bank statement next to the entry and put a tick or an 'R' forreconciled in the cash book next to the relevant entry. If there are extra entries in the cashbook that do not show up on the bank statement, or vice versa, you need to adjust the cashbook once you find out what they are. They might be: Outstanding cheques/withdrawals* - these are cheques that your business hasentered into the cash book and sent to vendors but which did not show up at the bankby the closing date of your bank statement. Outstanding deposits/receipts** - these are payments that you have received into thecash book, but which were not deposited to your bank before the bank statementclosing date. Bank Fees and Interest - these are charges that you would normally only know aboutafter receiving your bank statement. You will need to enter these into the cash book. Other Unidentified Entries - if there are any other entries missing from eitherdocument then you will need to investigate how they got there and make thenecessary adjustments.* Outstanding cheques/withdrawals will be added to the reconciliation** Outstanding deposits/receipts will be deducted from the reconciliationIf the bank account is in overdraft, then do it the other way around.Bank Reconciliation FormIf you don’t want to enter the reconciliation into the cash book, use the form in this eBookinstead. See below for a completed example of this template.Bookkeeping Software ReconciliationBookkeeping software that has reconciliation capabilities makes the whole process quick andeasy.All you need to do is click on the reconciliation section of the software, run your eyes downthe bank statement, check off each entry in the software’s reconciliation section, add in theextra entries, press a button. and voila! you should have an automated bank reconciliationstatement that you can print out and place into your filing system.On the next page is a simple bank reconciliation example using the blank template inthis eBook and based upon the cash book on Page 4
Delivery DocketDate :Docket No :Delivery To:Supplied By:Customer PO#Tel NoOrder DateReferenceDelivery DateCodeDescriptionPlease retain this delivery docket as proof of purchase.Comments:QuantityOrderedShippedBackorder
Delivery Docket TemplateUse this free delivery docket template to produce a delivery docket with ease. All the basicinformation necessary for producing your own docket sheet is here.All you have to do is add in the details relevant to your business and you are ready to deliverthe goods.Delivery Docket AdvantagesFor the seller: The docket can be used to check the items against the customer's order The warehouse can do the docket without worrying about putting in the prices as thiswill be done by the accounts office when they prepare the sales invoice It can be useful for quickly getting the items out, giving the bookkeeper time tocheck on prices/queries, if necessary The docket can go with the shipment, whilst the sales invoice can be emailed to thecustomer.For the buyer: The department receiving in the goods can use the docket to double check the goodshave all been received according to what was originally ordered The docket is the source document for updating the inventory records Once checked and authorized the docket can be given to the accounts departmentwho will then know to expect an invoice from the seller.Delivery Docket DetailsA delivery docket should hold the following information: The date of the docket The docket number The name and address of buyer Name, address and contact details of seller Buyer's purchase order number (PO#) Date of order Date of delivery Description and code of goods
Quantity ordered and delivered Items that are not immediately available are placed in the back order column Comments about anything specific to the order, such as when the etd (estimated timeof delivery) of the back ordered items is due to be shipped.Handling the Delivery Docket By the SellerThe docket should be placed inside the envelope or box at the top where it can beeasily retrieved. Another way is to place it inside a plastic sheath for protectionwhich is then taped onto the outside of the shipment envelope or box. By the BuyerThe accounts department should keep the docket in a folder where it can bematched up to the purchase invoice once received. It can be attached to theback of the invoice, or filed away into a separate dockets folder in alphabeticalorder.Delivery dockets are not always necessary because a sales invoice can also beused as a delivery docket, thus avoiding having to use a delivery docket template.
Sales InvoiceDate :Invoice No :To:From:QuantityDescriptionUnit PriceSubtotalComment:DiscountTaxTotal DuePayment due byPlease make payment into Bank Account No:Interest of % per annum will be charged on late payments.Cut hereRemittanceCustomer NameInvoice No.Amount PaidCost
Sales InvoiceCreate Your Own InvoiceA sales invoice template is an outline document into which is added information relevantto each and every sale you make to a customer.A sales invoice template is available from the following resources: A pre-printed duplicate invoice book available from stationery suppliers; A sales invoice template within your favourite spreadsheet programme such asExcel; Bookkeeping computer software that has the capability of producing invoices.The outline of the sales invoice template will include unchangeable information like: Your business name, address and logo Your business sales tax number if applicable The words ‘Date’ and ‘Invoice No.’ Column headings, etc. Your payment terms If you want payment directly into your bank account then display the accountnumber. Your interest charge per annum for overdue payments. A remittance slip (optional)Hint - always use the decimal point and cents units. Example, 5.00 is better than 5This avoids any doubt about the full cost.
You probably receive sales invoices, also called bills, all the time. Study one and take noteof what information is on it.1. What details from a sale should an invoice include?The Top The customer’s name and address An invoice number. Start with something like 4001 or 0002510 rather than number1 which is too basic, and you don’t really want your customer to know they are thefirst - they may lose confidence in the product. The date of the sale. If you deliver a product and only prepare the invoice severaldays later, use the date you prepare the invoice. On the invoice you could indicatethe delivery date and docket number in the Description column. (It’s always a goodpractice to issue delivery dockets if the invoice is only going to be posted out at alater date) The customer purchase order number if they have given you one.The MiddleColumns headed: Quantity (optional) Description Unit Price (optional) Discount (optional) CostThe above optional items are optional because you could put a one line detail into the‘Description’ column. For example - ‘3 x hats @ 5.00 each’ with the total of 15.00 in the‘Cost’ column. It looks more professional to use all the columns so it depends on yoursituation.Many businesses provide both service and parts in the same job (like a plumber spendingtime fixing a sink - the service, and providing the replacement parts - the items). These canboth be included on the same invoice.The Bottom A subtotal below the ‘Cost’ column (optional) A tax amount (optional)
The total due. Your early payment discount terms if you provide them Your payment terms should indicate whether you want cash on delivery, orpayment within 7 days or by the end of the month following the date of invoiceHint : Sales are coded to the Income account in your Chart of Accounts. You canbreak it down to two:- Service Income, Parts Income2. The Remittance SlipThis is bit of paper the customer can return to you with their payment so that you knowwho it’s from and what sales invoice it is for. The remittance should show: The customer name The sales invoice number The amount due A blank line onto which they can write how much they are paying (if they are notpaying the whole amount).3. DiscountsEarly Payment Discounts: You could offer an early payment discount of say 10% as anincentive for the customer to pay cash before receiving delivery, or to pay by the due dateif you extend credit. Just be sure you can afford the discount. Does your mark up cover it?Most people love to know they can pay less than they have to. If a discount encouragesthem to pay on time at least you are getting the money in and not wasting energy, time andmoney on chasing overdue payments.Bulk Discounts : You can also offer a discount to customers who buy in bulk. Here againyou need to decide what your limits are. A customer buying 100 hats could well deserve adiscount of 20% as long as your original mark up per hat still allows you some profit afterthis discount.Discounts are an expense to your business and coded to a ‘Sales Discounts’ expenseaccount in your Chart of Accounts.4. Credit NoteA Credit Note is usually produced to reduce the total of an invoice in the followingscenarios: An error has occurred such as an overcharge. A customer complains about the product and you decide to give them a discount. To ‘cancel’ out a sales invoice when an unsatisfied customer returns a product.
You can use the exact same layout as your sales invoice template replacing the words ‘TaxInvoice’ with ‘Credit Note’ and put a negative sign next to the value (like this - 5.00).In the description column be sure to indicate which sales invoice the credit note isamending. Keep the description short and sweet; if you want to keep lots of detail put it ona separate sheet of paper to file away with the copy of the credit note.Post out to the client as you would a sales invoice.Below is a very basic sales invoice which displays some of the things I have mentionedabove so you can see how it all pulls together.
Statement of AccountTo:From:Reference:Date :Opening btotalCommentInterestTotal DuePayment due byPlease make payment into Bank Account No:Interest of % per annum will be charged on late payments.Cut here RemittanceCustomerReferenceInvoices PaidTotal Paid
Statement of AccountSample and TemplateA statement of account is a summary of all sales made to a customer during the month.It is usually only issued to customers whom the seller has previously approved to have anaccount with them, and who have signed the sales/purchases terms of agreement.Statements of account only need to be sent to customers who have to pay their account inthe months following the date of invoice. Customers who have to pay right away or withina short time frame, like 7 days, don't need to be issued a statement.A customer with a zero balance on their account does not need to be sent a statementunless they specifically request one, which doesn't usually happen.Statements of account can be printed and posted, or emailed to the customer. If you preferto send emailed documents you can use the attached Excel template of this form. Simplyfill in all your details, print the completed form to a PDF document (download for freePrimoPDF to do this) and email the PDF document to the customer.Statement of Account LayoutSome of these items may be really obvious requirements but check the list carefully asthere may be one or two things you hadn't thought of.Name and address: Top Half: On the top half of the statement the customer's full business nameand address needs to be included, as well as yours, the seller, with contactnumbers. Bottom Half: Complete your business name and address on the remittance, andyour customers name on the right.Reference: This could be your customer's account number if you allocated themone when approving them as account holders. Or you could use the month as areference i.e. April. Or just leave it blank.Date: Some businesses date their statements at the last day of the month i.e. April30, this statement will show all invoices and credit notes for the month ofApril. Some businesses date their statements at the first day of the monthi.e. May 1, and will show all invoices and credit notes for the month of May. Thereis no strict rule about how to date it. Chose your preference and stick with it.Opening Balance: This is the 'total due' balance taken off the statement sent outthe previous month.
Headings Date: this is the date on the invoice or credit note sent Number: this is for the numbers of the credit notes or invoices that were sentout. Payments can be allocated the reference number given it in the cash book Description: describes the type of document or transaction affecting thecustomer Amount: this is the amount of each sales invoice or credit sent to the customer– note the credit has a negative sign in front of it Payment: the column in which to show any payments the customer madeduring the month. Remaining: the amount left after each invoice addition or credit/paymentsubtraction.Totals/InterestThe sub-total is the balance left once all the invoices, credits and payments havebeen factored in. Then the interest can be added on – calculated on overduepayments from the previous month - or a discount for early payment taken off. Thisends up with the final total due by the customer. Make the final total stand out in abold or larger font.Extra Details Comments - The comments section can be used for a personalised message bythe seller to the customer such as 'thank you for your business!', Due date/payment type – It is important to let the customer know whenpayment is expected. Give them options of type of payment you accept, likedirect banking (be sure to include your full bank account number),check/cheque, credit card. Interest percentage – also often called 'finance charge'. Remind the customerhow much interest will be charged on overdue payments. Go to accountsreceivable collections to learn how to calculate interest charges.RemittanceEntering your business name and address on the remittance makes it convenientfor the customer – it means they don't have to do it and they can simply pop it intoa window envelope to be posted to you.Fill in your customer's name on the right so that you know which customer theremittance is from when you open the envelope.Note: many customers will pay by direct banking but will post the remittance soyou know exactly what they are paying. Many customers will not use it which canbe a nuisance if they only pay a portion of each invoice leaving you not knowingwhich invoices to allocate their payment against – ring them in this instance.
Customer Cut Off DatesMany business customers have a cut off date (such as 5th of the month) beyond which anyinvoices you send will not be included in their current pay run but held over for the nextmonth's one, so be sure to process all your invoices as soon as the month has ended andissue your statement of account right away.Invoice/Statement AdjustmentsOnce a statement of account has been sent to the customer, do not then go back and amendan invoice unless it has been discussed with the customer so they are aware of any issues.If you have to amend an invoice then be sure to send the customer both the amendedinvoice and an amended statement of account showing the new balance.Completed Sample
PETTY CASH LOGMONTH :DATEDETAILCASH INCASH OUTBALANCETOTAL CASH LEFTFLOAT :LESS TOTAL CASH LEFT: TOPUP Copyright: www.beginner-bookkeeping.com
PETTY CASH VOUCHERDATE:CASH OUT:DETAIL:CASH IN:TOTAL:VOUCHER NO: Copyright: -----PETTY CASH VOUCHERDATE:CASH OUT:DETAIL:CASH IN:TOTAL:VOUCHER NO: Copyright: -----PETTY CASH VOUCHERDATE:CASH OUT:DETAIL:CASH IN:TOTAL:VOUCHER NO: Copyright: -----PETTY CASH VOUCHERDATE:CASH OUT:DETAIL:CASH IN:TOTAL:VOUCHER NO: Copyright: www.beginner-bookkeeping.com
Know Your Petty Cash ProceduresHere you will learn how to keep a petty cash log, when to use petty cash slips, and how tostay on top of the petty cash float. Ensure your petty cash procedures are up to scratch sothat you can confidently reconcile your cash expenses at the end of every month and claimthem for tax purposes.What is Petty Cash?Petty cash is a small amount of cash that any business can keep on their premises in alockable container. Petty cash should be properly controlled with a petty cash log andaccurately entered into the bookkeeping system in exactly the same way you wouldmaintain a bank account.The cash can be used for: small purchase items such as tea, coffee, sugar, stationery giving change to customers who pay cash holding cash that has been paid by a customer – it can be 'deposited' into the pettycash box instead of the bank account. (larger cash payments should be deposited tothe bank).
This page is in two sections:1. Four Steps to Setting up the Petty Cash Box, and2. Four Steps to Maintain the Petty Cash.Four Steps to Setting up the Petty Cash BoxStep 1 : Purchase a Petty Cash BoxBuy a decent box in which to keep the cash. Most stationery stores sell them. Chose thesize appropriate for you and one that has a lock and keys. Most boxes have a removabletray on which you place all the coins. The tray comes out and underneath is a space for thenotes of cash and the vouchers.Step 2 : Decide on the Petty Cash FloatThe float is the maximum amount with which you start off your cash box. You may decide 50 is enough to start with, so the float is 50.00. Withdraw 50 from you business bankaccount ensuring you ask for the coins you think you will need. Fill in a petty cashvoucher/slip as per the example below, and place the money and your very first voucher inthe box!Step 3 : Petty Cash VoucherYou can buy pre-printed, numbered petty cash vouchers from a stationery store, or you candesign one on your computer.Or use the free template that came with this eBook!These pre-printed slips are good for helping you to remember all the details you need toput on the voucher. Blank bits of paper may encourage sloppy habits such as forgetting toput the date; the proper amount etc.
Step 4 : Petty Cash LogPrepare a blank petty cash log utilizing a small book or use the free template that camewith this eBookScroll down to Step 2 below for a completed example.Keep this log readily available so you can fill it in on a regular basis taking the informationoff the petty cash vouchers.The petty cash log is useful for keeping a running total of the balance left in the box – agood way ensure the box doesn't run short of cash.If your petty cash is very small and used very little then you can get away with not using apetty cash log but instead enter the information straight from the vouchers into thebookkeeping system at the end of the month when it is time to reconcile the petty cash.Four Steps to Maintain the Petty CashStep 1 : Cash Withdrawals/DepositsEvery time cash is taken out the box a voucher should be filled in like this examplebelow:-There are several options here:1. Fill a voucher for cash out of say 5.00 and when the change is returned completethe 'cash in' box of the voucher (as in the above example). Attach the receipt; or2. Take the cash, buy the item, put the change and the receipt back into the box andonly then fill in the voucher 'cash out' with the exact amount as per the receipt.3. Take the cash, buy the item, put the change and the receipt back into the box. Don'tworry about filling in vouchers. Simply fill in the petty cash log.
With option 2) and 3) care needs to be taken to at least put a receipt of some sort into thebox if you don't have the patience to fill in a voucher or log.If you are forgetful you may discover at the end of the month that cash has been taken withabsolutely no record of wha
Expanding the Single Entry Bookkeeping Spreadsheet If you want to keep a slightly more detailed cash book you can do the following:- A separate column is made for each sale item and each expense item, and totalled. This is a great way of keeping closer tabs on how much you a