Accounting automation

Petty cash accounting: Definition, how to set up, and the importance

Jan 17, 2024

Petty cash accounting is the systematic tracking of small, day-to-day expenses within a business. Setting up a petty cash system involves establishing a designated fund, assigning a custodian, and implementing controls to ensure accountability. This practice is crucial for maintaining financial transparency, as it helps businesses monitor and manage minor expenditures effectively.


Properly managing petty cash in accounting ensures that miscellaneous expenses are recorded accurately, preventing financial discrepancies.


In order to successfully run a business organization it is essential to delve into the essence of petty cash accounting, understand the setup process, and underscore its significance in fostering fiscal responsibility within an organization.

What is petty cash?


Put simply, petty cash meaning refers to a small, readily accessible fund reserved for minor and immediate business expenses.


Typically held in cash on-site, this fund is used for miscellaneous purchases such as office supplies, travel expenses, or small-scale operational needs.


It streamlines the expense reimbursement process for employees and allows for swift transactions without the formality of traditional payment methods.


Petty cash plays a vital role in handling day-to-day expenditures efficiently within a business.

What are the types of petty cash?



1. Imprest petty cash


Imprest petty cash is a structured system where a fixed amount is established and replenished regularly, maintaining a consistent balance. This method ensures a precise record of expenses and simplifies reconciliation.


As funds are depleted, they are restored to the initial amount, promoting financial accountability.


2. General petty cash


General petty cash in accounting operates with flexibility, lacking a predefined amount. It allows for variations in the fund, accommodating fluctuating needs.


This method offers adaptability but demands meticulous tracking to prevent misuse and maintain accurate financial records.


3. Discretionary petty cash


Discretionary petty cash offers autonomy to designated individuals for specific purposes. This specialized fund caters to unique departmental needs, enhancing efficiency by streamlining the approval process.


While it empowers departments, careful oversight is essential to prevent misuse or deviation from the intended use.


4. Emergency petty cash


Emergency petty cash serves as a financial safety net for unforeseen circumstances. This reserve is separate from routine petty cash and is only accessed in urgent situations.


Its purpose is to address unexpected needs, providing a quick solution without disrupting regular operations.


Prudent management of emergency petty cash is crucial to ensure its availability when truly needed.

What is petty cash in accounting?


Petty cash in accounting refers to a small cash fund maintained by businesses for minor, everyday expenses.


It streamlines the reimbursement process for small purchases like office supplies or travel expenses. This easily accessible fund is managed with a system to track expenditures, ensuring financial transparency and efficient handling of routine operational costs.


To further understand petty cash meaning in accounting you must know that it plays a major role in running the day-to-day operations of any business.

How to set up a petty cash fund and accounting system?


Understanding the setup process is key to knowing what is petty cash in accounting.


Setting up a petty cash fund and accounting system involves creating a comprehensive policy, establishing secure transfer methods, implementing meticulous record-keeping, regular reconciliation, and ensuring transparent replenishment processes.


This systematic approach ensures the efficient management of petty cash, promotes financial accountability and contributes to overall organizational financial health.


Here's how this typically happens:


1. Creating a petty cash policy


The initial phase in creating a functional petty cash fund and accounting system involves developing a well-defined and thorough policy for petty cash.


Clarify the fund's purpose, outlining the eligible expenses and setting a maximum transaction limit. Explicitly detail the duties of the custodian, who oversees the fund, and create protocols for approval, documentation, and reconciliation.


Effectively communicate this policy to all pertinent staff members to guarantee compliance and comprehension.


Highlight the significance of utilizing petty cash solely for authorized and legitimate business expenses, underscoring the organization's commitment to financial responsibility.


2. Transferring cash and installing lockbox


Once the petty cash policy is in place, transfer the initial cash amount to the designated custodian. This can be done through a check or electronic transfer. To ensure security, consider installing a lock box or safe in a secure location. This minimizes the risk of theft or mishandling of petty cash funds.


The custodian should be the only individual with access to the petty cash, maintaining tight control over its use. Implementing physical security measures adds an extra layer of protection to the fund.


3. Recording & reimbursement


Establish a system for recording petty cash expenses promptly and accurately. Require employees to submit detailed receipts for every expenditure along with a brief description of the purpose.


The custodian should verify that the expenses align with the established petty cash policy before processing reimbursements.


Use a designated petty cash log or software to track each transaction, including the date, amount, payee, and purpose. This meticulous record-keeping ensures transparency and provides a clear audit trail for future reference.


Reimburse employees in a timely manner to maintain trust and encourage adherence to the petty cash policy. Clearly communicate the reimbursement process, emphasizing the importance of providing complete and accurate documentation.


4. Petty cash accounting reconciliation


Regular reconciliation is essential for maintaining the accuracy and integrity of the petty cash accounting system. Schedule a consistent interval for petty cash reconciliation, whether it's weekly, bi-weekly, or monthly.


During reconciliation, compare the recorded transactions in the petty cash log with the remaining cash on hand.


Identify any discrepancies and investigate any unaccounted-for funds. This process helps catch errors, prevent fraud, and ensures that the petty cash fund aligns with the recorded transactions.


Reconciliation also provides insights into spending patterns, aiding in budgeting and expense management.


5. Replenishing cash


As petty cash is used for legitimate expenses, it will eventually need replenishing. Determine a threshold for when the fund should be replenished—this can be a specific dollar amount or a regular time interval.


The custodian should submit a request for replenishment, accompanied by the petty cash log, receipts, and any relevant documentation.


Ensure that the request for replenishment follows the petty cash in accounting policy and that the expenses are valid. The replenishment amount should match the total of the documented expenses.


Once approved, replenish the fund with a check or electronic transfer, maintaining the original petty cash amount.


6. Actual cash replenishment


When replenishing the petty cash fund, document the transaction by recording the replenishment amount, date, and purpose in the petty cash log.


Keep a copy of the replenishment documentation for financial records.


Recount the physical cash on hand and reconcile it with the recorded transactions to verify accuracy. Any discrepancies should be thoroughly investigated and resolved.


Maintain a transparent and accountable process for both replenishment and reconciliation to uphold the integrity of the petty cash accounting system.

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How to do reconciliation in petty cash accounting?


The reconciliation of petty cash in accounting is a systematic process that involves collecting records, counting cash, comparing amounts, reviewing receipts, creating a reconciliation worksheet, calculating expenses, determining discrepancies, investigating issues, adjusting the fund, documenting the process, seeking approvals, updating records, and scheduling regular reconciliations.


Following these steps ensures a thorough and effective reconciliation process, contributing to financial transparency and accountability within the organization, here's how:


1. Collect all petty cash records


Gather all petty cash records, including receipts, invoices, and any other documentation of expenses. Ensure that you have a comprehensive and organized set of records to facilitate an accurate reconciliation process.


2. Count the petty cash fund


Physically count the cash in the petty cash fund. This step provides the actual amount of cash on hand and serves as the starting point for the reconciliation process.


Use caution and precision during this step to minimize the risk of errors.


3. Compare the counted cash with the initial fund


Compare the counted cash with the initial petty cash fund amount. This initial amount is the baseline established when the petty cash fund was first set up or replenished.


The comparison helps identify any discrepancies that may have occurred during the use of the fund.


4. Review and verify receipts


Thoroughly review and verify each receipt against the recorded transactions. Ensure that the receipts match the purpose, amount, and date of the transactions documented in the petty cash log. This step is crucial for detecting any discrepancies or unauthorized expenses.


5. Create a reconciliation worksheet


Establish a reconciliation worksheet to systematically document the reconciliation process. This worksheet should include columns for the date, description of expenses, amounts, and running totals.


A well-organized worksheet simplifies the reconciliation process and provides a clear overview of the fund's status.


6. Calculate the total expenses


Sum up the total expenses recorded in the petty cash log. This total represents the cumulative amount of money spent from the petty cash fund for various expenses.


Ensure that this calculation is accurate and matches the receipts and other documentation.


7. Determine the cash shortage or overage


Calculate the difference between the counted cash on hand and the total expenses. If the counted cash is less than the total expenses, it indicates a cash shortage.


Conversely, if the counted cash is more than the total expenses, it suggests a cash overage. Understanding these discrepancies is crucial for the reconciliation process.


8. Investigate discrepancies


Investigate any discrepancies found during the reconciliation process. Examine receipts, interview staff involved in petty cash transactions, and review approval processes to identify the root cause of discrepancies.


A thorough investigation is essential for addressing issues promptly and preventing future discrepancies.


9. Adjust the petty cash fund


Based on the investigation and the determined cash shortage or overage, make necessary adjustments to the petty cash fund. If there's a shortage, consider replenishing the fund to its initial amount.


In the case of an overage, decide on appropriate actions, such as depositing the excess amount back into the main account.


10. Document the reconciliation


Document the entire petty cash in accounting reconciliation process, including the steps taken, the investigation findings, and any adjustments made to the petty cash fund. This documentation serves as a reference for future reconciliations and provides transparency in financial management.


11. Seek approvals and signatures


Obtain necessary approvals and signatures from authorized personnel, such as a manager or supervisor, to validate the accuracy of the reconciliation. This step adds an extra layer of accountability and ensures that the reconciliation process aligns with organizational protocols.


12. Update petty cash records


Update the petty cash records, including the petty cash log and any other relevant documentation, to reflect the results of the reconciliation. This step ensures that the financial records accurately capture the current status of the petty cash fund.


13. Schedule regular reconciliations


Establish a consistent schedule for petty cash reconciliations. Regular reconciliations, whether weekly, bi-weekly, or monthly, help identify and address issues promptly, maintain financial accuracy, and foster a culture of accountability within the organization.

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What are the main challenges in petty cash accounting?



1. Proper documentation


One of the primary challenges of managing petty cash in accounting is ensuring proper documentation of all transactions. In the absence of detailed and accurate receipts, it becomes challenging to verify expenses and reconcile petty cash records.


Staff must be diligent in collecting and submitting receipts promptly, emphasizing the importance of thorough documentation to maintain financial integrity.


2. Recording accuracy


Accurate recording of petty cash transactions is essential for maintaining the reliability of financial records.


Errors in the recording process can lead to discrepancies during reconciliation, hindering the overall effectiveness of the petty cash accounting system.


Implementing robust recording mechanisms, such as digital tools or standardized forms, can mitigate the risk of inaccuracies.


3. Reconciliation difficulties


Petty cash reconciliation poses a significant challenge, especially in larger organizations with numerous transactions. Balancing physical cash with recorded expenses requires meticulous attention to detail.


Regular reconciliations are necessary to detect and address discrepancies promptly, preventing the accumulation of unresolved issues.


4. Security concerns


The physical security of petty cash is a constant challenge. Petty cash funds are vulnerable to theft or mishandling, necessitating measures to safeguard the cash.


Installing secure lock boxes, limiting access to authorized personnel, and implementing surveillance can mitigate security concerns associated with petty cash.


5. Approval and authorization


Ensuring that petty cash expenditures receive proper approval and authorization is a challenge. Without a robust approval process, there is a risk of unauthorized or excessive spending.


Clearly defining approval hierarchies and implementing a streamlined authorization workflow can address this challenge, promoting fiscal responsibility.


6. Compliance and accountability


Maintaining compliance with organizational policies and external regulations is a perpetual challenge with petty cash in accounting.


Lack of adherence to established procedures can lead to financial irregularities and legal implications.


Fostering a culture of accountability, coupled with regular audits, helps enforce compliance and mitigates potential risks.


7. Technology integration


Integrating technology into petty cash accounting processes can be challenging, especially for businesses relying on manual methods.


Transitioning to digital tools, such as expense management software, may face resistance or require training.


However, embracing technology can enhance efficiency, accuracy, and transparency in petty cash management.


8. Education and training


Inadequate education and training for staff involved in petty cash transactions pose a challenge. Staff members may lack awareness of proper procedures, documentation requirements, and the importance of adherence to the petty cash policy.


Investing in training programs and continuous education can address this challenge, empowering employees with the necessary knowledge and skills.


9. Replenishment timeliness


Timely replenishment of the petty cash fund is crucial to ensure its availability for ongoing expenses. Delays in replenishment can disrupt operational activities and lead to inconsistencies in financial records.


Establishing clear guidelines for replenishment timelines and monitoring adherence is essential to address this challenge.


10. Lack of oversight


Insufficient oversight can lead to misuse or negligence in petty cash handling.


Designating a responsible custodian and implementing a hierarchical oversight structure can help prevent unauthorized access and enhance accountability.


Regular audits and reviews contribute to effective oversight, minimizing the risk of financial discrepancies.


11. Reporting and transparency


Generating accurate and transparent reports on petty cash transactions can be challenging, especially in manual accounting systems.


Implementing reporting tools and establishing standardized reporting formats enhances transparency and provides valuable insights for decision-making.


12. Handling foreign currencies


For organizations dealing with international transactions, handling petty cash in foreign currencies adds another layer of complexity. Fluctuating exchange rates and potential currency-related discrepancies require careful attention.


Implementing clear guidelines for handling foreign currencies and utilizing updated exchange rate information can address this challenge.


13. Avoiding overuse


The risk of overusing petty cash for non-essential or unauthorized expenses is a common challenge. Strictly defining the purpose and limits of petty cash usage, coupled with regular monitoring, helps prevent overuse.


Educating employees on the intended use of petty cash reinforces the importance of responsible spending.

Importance of proper petty cash management



1. Expense tracking and transparency


Proper petty cash management facilitates meticulous tracking of day-to-day expenses.


By recording every transaction and requiring detailed receipts, organizations gain transparency into their spending patterns. This transparency is crucial for understanding where funds are allocated, identifying cost-saving opportunities, and maintaining a clear picture of petty cash in accounting.


2. Financial accuracy and integrity


Accurate financial records are the bedrock of a healthy financial system. Proper petty cash management ensures that all expenditures are meticulously recorded and reconciled, preventing errors that can lead to financial discrepancies.


This commitment to financial accuracy upholds the integrity of the organization's financial statements and builds confidence in the reliability of its financial data.


3. Budget control


Petty cash management contributes to effective budget control by providing insights into how smaller, everyday expenses impact the overall financial landscape.


It allows organizations to monitor spending against budget allocations, identify areas of overspending, and make informed decisions to reallocate resources as needed. This proactive approach to budget control is essential for maintaining fiscal discipline.


4. Fraud prevention and detection


A well-managed petty cash system acts as a deterrent to fraudulent activities. By implementing strict controls, such as approval processes and regular reconciliations, organizations can prevent unauthorized access to petty cash funds.


Additionally, the detailed record-keeping inherent in proper management aids in the early detection of any fraudulent activities, allowing for swift corrective action.


5. Compliance and audit preparedness


Proper petty cash management ensures compliance with organizational policies and external regulations. This compliance is crucial for audit preparedness, as accurate and transparent records are readily available for scrutiny.


Organizations that adhere to best practices in petty cash management are better positioned to navigate audits seamlessly and demonstrate their commitment to financial accountability.


6. Decision-making support


Timely and accurate information derived from proper petty cash management serves as a valuable resource for decision-making.


Whether reallocating resources, identifying cost-saving measures, or adjusting budgets, informed decisions are rooted in a clear understanding of day-to-day expenses. This support enhances the organization's ability to adapt to changing financial landscapes and make strategic decisions.


7. Time and resource efficiency


Effective management of petty cash simplifies administrative procedures, preserving valuable time and resources.


Through the establishment of structured systems for tracking expenses, processing reimbursements, and conducting reconciliations, organizations alleviate the administrative complexities linked to overseeing minor expenditures.


This streamlined efficiency empowers employees to concentrate on strategic responsibilities, ultimately enhancing overall productivity.


8. Maintaining trust and accountability


A well-managed petty cash system fosters trust and accountability within the organization. Employees can rely on transparent processes, knowing that their expenses will be handled fairly and in accordance with established policies.


This trust is reciprocal, as management can rely on accurate records and accountability measures to maintain financial discipline.


9. Cash flow management


Proper petty cash management contributes to effective cash flow management. By tracking and controlling day-to-day expenses, organizations can optimize their cash flow, ensuring that funds are available when needed.


This proactive approach to cash flow management enhances the organization's financial resilience and ability to navigate unforeseen challenges.

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What are the best practices in petty cash accounting?



1. Establish clear policies and procedures


Effective management of petty cash is built upon the establishment of explicit and extensive policies and procedures.


It is crucial to clearly define the objectives of the petty cash fund, specify which expenses are permissible, establish limits for transactions, and outline the roles and responsibilities of all individuals involved.


Well-defined policies serve as a framework for ensuring consistent and compliant handling of petty cash.


2. Limit access and authorization


To prevent unauthorized access and maintain control over petty cash, limit access to designated individuals.


Clearly define the authorization process for accessing petty cash funds, ensuring that only authorized personnel can make transactions. This practice minimizes the risk of misuse and enhances overall security.


3. Maintain detailed documentation


Detailed documentation is a cornerstone of effective petty cash management. Require employees to submit thorough receipts with each transaction, providing clear details on the purpose, amount, and date of the expenditure.


This documentation not only facilitates accurate record-keeping but also serves as evidence for audits and reconciliations.


4. Categorize and code expenses


Categorizing and coding expenses is essential for accurate tracking and reporting. Implement a system for categorizing expenses into specific budget categories and assign appropriate codes.


This practice enhances the organization's ability to analyze spending patterns, allocate resources efficiently, and generate meaningful financial reports.


5. Regular reconciliation


Regular reconciliation is crucial for ensuring that the physical cash on hand aligns with the recorded transactions.


Schedule consistent intervals for reconciling petty cash records, comparing the counted cash with the documented expenses. This proactive approach helps detect discrepancies promptly and maintains the accuracy of financial records.


6. Secure storage


To minimize the chances of theft or mishandling, it is important to maintain a secure storage system for petty cash funds. This can be achieved by utilizing lock boxes or safes placed in a secure and designated area, while also restricting access solely to authorized personnel.


By implementing sufficient security measures, the overall protection of petty cash assets is enhanced.


7. Avoid cash withdrawals


Discourage the practice of making cash withdrawals from petty cash for personal use. Emphasize that petty cash is exclusively for legitimate business expenses and should not be used as a personal cash source. This practice reinforces financial discipline and prevents the potential misuse of petty cash funds.


8. Replenish promptly and accurately


Timely replenishment of petty cash is essential for maintaining its availability for ongoing expenses. Establish clear guidelines for when and how the fund should be replenished.


Ensure that the replenishment process is prompt and accurately reflects the documented expenses, maintaining the fund at its designated level.


9. Conduct periodic audits


Regular, periodic audits add an extra level of examination and assist in detecting any inconsistencies or deviations from established policies. These audits can be conducted according to a predetermined schedule or triggered by specific events, such as changes in custodianship.


By performing audits, continuous enhancements can be made to petty cash management practices, thereby strengthening overall financial accountability.


10. Provide training and awareness


Educate employees involved in petty cash transactions about the established policies, procedures, and best practices.


Training programs increase awareness of the importance of proper petty cash management, ensuring that staff members understand their roles and responsibilities.


Well-informed employees contribute to the overall success of the petty cash system.


11. Maintain open communication


Promote open and transparent communication between the custodian of petty cash and other relevant stakeholders.


Create effective channels for reporting any discrepancies, concerns, or suggestions regarding petty cash management.


By encouraging open communication, a culture of transparency is nurtured, enabling timely resolution of issues as they arise.

Petty cash and it’s tax deduction


Generally, petty cash transactions are typically subject to tax regulations, and businesses are required to maintain accurate records of petty cash expenses for tax reporting purposes.


Expenses made from petty cash, such as office supplies or small purchases, may be deductible as business expenses, subject to specific rules and limitations set by the tax authorities.


Additionally, the income tax legislation treats petty cash expenses in a similar manner to other expenses within petty cash in accounting.


However, there are restrictions on the maximum amount that can be classified as petty cash expenses.


According to the law, any cash payment exceeding ₹ 10,000 cannot be considered a petty cash expense and cannot be claimed as such.

What is petty cash management software?


Petty cash management software is a specialized tool designed to streamline and automate the process of managing petty cash funds. It helps businesses track and control petty cash transactions, maintain accurate records, and generate reports.


The software typically includes features such as expense tracking, receipt management, transaction categorization, user access controls, and reporting capabilities.


By utilizing petty cash management software, organizations can enhance efficiency, reduce manual errors, improve accountability, and maintain better control over their petty cash operations.

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What are the benefits of using petty cash management software?



1. Efficiency and automation


Petty cash management software automates various tasks, such as recording transactions, reconciling balances, and generating reports. This streamlines the process, saves time, and reduces manual errors associated with manual record-keeping.


2. Accuracy and transparency


The software ensures accurate tracking of petty cash expenses, reducing the risk of errors or discrepancies. It provides a transparent view of all transactions, allowing businesses to easily identify any irregularities or unauthorized expenses.


3. Real-time monitoring


Petty cash management software enables real-time monitoring of cash transactions. Businesses can track expenses as they occur, ensuring better control and timely identification of any issues or discrepancies.


4. Digital documentation


Petty cash management software allows for the digitization and electronic storage of receipts and supporting documents, eliminating the necessity for physical paperwork. This streamlines operations by reducing clutter and simplifying the retrieval and organization of information.


5. Custom reporting and analysis


Petty cash management software offers the flexibility to generate customized reports and perform detailed analysis of petty cash in accounting.


Businesses can tailor reports to their specific requirements, gaining valuable insights into expenditure patterns, expense categories, and trends. This empowers informed decision-making and optimization of cash management strategies.


6. Improved accountability


Petty cash management software strengthens accountability by assigning specific roles and permissions. This ensures that only authorized individuals can access and oversee petty cash funds, minimizing the chances of unauthorized use or mishandling.


7. Integration with accounting systems


Petty cash management software can seamlessly integrate with existing accounting systems. This integration streamlines financial processes, eliminates manual data entry, and ensures accurate and up-to-date financial records.


8. Security and control


Petty cash management software provides enhanced security features to safeguard cash transactions.


It allows businesses to set user access controls, track changes, and maintain an audit trail, ensuring tight control and minimizing the risk of fraud or unauthorized access.


9. Mobility and accessibility


Many petty cash management software solutions offer mobile applications or cloud-based access, allowing users to access and manage petty cash funds from anywhere, at any time.


This enhances convenience, especially for businesses with multiple locations or on-the-go employees.


10. Cost savings


Petty cash management software helps businesses save costs by automating manual processes. It eliminates the need for printing receipts, storing physical documents, and manually reconciling balances.


The software also assists in identifying unnecessary expenses and potential fraud, leading to cost reductions.


11. Compliance and audit readiness


Petty cash management software assists in maintaining compliance with tax regulations and financial reporting requirements.


It provides accurate and organized records, making audits smoother and ensuring businesses are prepared for regulatory scrutiny.


12. Scalability


As businesses expand, petty cash management software can effortlessly adapt to handle larger transaction volumes and accommodate additional users.


This scalability feature guarantees that the software remains aligned with the evolving requirements of the business, ensuring its continued effectiveness and relevance.

How Volopay helps businesses manage their petty cash



1. Using corporate cards to simplify payments


Using corporate cards to simplify payments: Volopay provides corporate cards that streamline the payment process for petty expenses.


Employees can conveniently make purchases using these cards, eliminating the need for cash transactions and simplifying expense tracking.


2. Setting up policies


Volopay allows businesses to establish customized policies for petty cash management.


They can define spending limits, expense categories, and specific guidelines to ensure compliance and control over expenditure.


3. Multi-level approvals


Volopay incorporates multi-level approval workflows, enabling businesses to enforce a hierarchical authorization process. This ensures that petty cash transactions undergo appropriate scrutiny and authorization before being finalized.


4. All-in-one expense management solution


Volopay provides a comprehensive solution for managing both petty cash in accounting and other business expenses.


It offers a centralized platform that enables businesses to efficiently track and oversee all their expenditures. This integrated approach ensures streamlined processes and enhances control over financial management.


5. Visibility over spending


With Volopay, businesses gain real-time visibility into petty cash spending. They can track expenses as they occur, monitor spending patterns, and gain insights into where the funds are being utilized.


6. Automatic reconciliation of petty cash accounts


Volopay automates the reconciliation process for petty cash accounts. It seamlessly matches transactions with corresponding receipts and statements, reducing manual effort and ensuring accurate financial records.


7. Real-time tracking and analytics


Volopay provides real-time tracking and analytics features. Businesses can monitor petty cash transactions, analyze spending trends, and generate reports to gain valuable insights into their expenses.


8. Accurate data of spends by category


Volopay categorizes petty cash spends, allowing businesses to obtain accurate data on expenses based on specific categories. This helps in budgeting, identifying areas of high spending, and optimizing expenditures.

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FAQ’s on petty cash accounting