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Cash book › Closing the day
Closing the day: a ten-minute routine for cash and bank
Most cash mistakes are easy to fix on the day they happen and almost impossible to fix a month later. Ten minutes every evening, with the cash book open, keeps the drawer, the book and the bank in step.
Step 1: count the cash
Count notes and coins by type (₹500, ₹200, ₹100, ₹50, smaller) and write the total. Keep the counting slip with the day’s papers.
Step 2: match it with the cash book
Open Cash and bank books › Cash book for today. The closing balance should equal the cash you counted.
- Cash is less than the book: look for a payment you made but did not write (a delivery, a small purchase, a staff advance).
- Cash is more than the book: look for a sale or receipt you did not record, often a cash sale without a cash memo.
- If you cannot find it, note the difference the same day; do not adjust the next day’s figures to hide it.
Step 3: keep a float, deposit the rest
Decide a fixed float for tomorrow’s change, for example ₹3,000. Deposit the cash above it in the bank and record it as Cash and bank transfer › Cash deposited in bank. Less cash in the shop is safer, and the deposit shows in the bank book as money you really have.
Step 4: check the bank book
Look at today’s UPI and card payments in your bank or UPI app and make sure each one is in the books against the right customer. Mark cheques that cleared today in the cheque register so they move into the bank book. Once a month, compare the whole bank book with the bank statement (bank-reco.niveshsahayak.in reads the statement and does the matching).
An example evening
The cash book shows ₹12,640. The drawer holds ₹12,290, so ₹350 is missing. The owner remembers paying ₹350 for tea and snacks and records it as an expense; the book now shows ₹12,290. With a ₹3,000 float, ₹9,290 is taken to the bank the next morning and recorded as cash deposited.
Small cash, petty cash
If staff spend small amounts through the day, give them a fixed amount and keep a petty cash book (petty-cash.niveshsahayak.in). Top it up from the main cash with one entry, so the main cash book stays short and clear.