Petty cash is simply a sum of cash on hand kept to pay small expenses. The category calledsundryis used to represent various miscellaneous items that don’t occur too often, such as capital or receiving cash from a loan (the wordsundryactually means “various,” “miscellaneous” or “general”). A listing of all the money that came into the business and who sent it to the company. LONG-LIVED ASSETS are usually those assets that are not consumed during the normal course of business, e.g. land, buildings and equipment, etc. Did you know… We have over 220 college courses that prepare you to earn credit by exam that is accepted by over 1,500 colleges and universities.

cash receipts journal definition

Stevens holds a Bachelor of Science in physics from the State University of New York at Albany. Again, the purchases journal does not apply to purchases of just any assets. cash receipts journal definition It would not really apply to a service business such asGeorge’s Catering, but rather to a trading or manufacturing businessthat has products returned to them.

Petty Cash Journals

Instead, the accounts receivable account isdebitedand the sales account is credited. When the credit customer returns to pay off his account, cash is collected however. When recording cash collections from customers it is quite common cash receipts journal definition for the cash receipts journal to include a discounts allowed column. By using a discounts allowed column, the business can use the cash receipts journal to record the invoiced amount, the discount allowed, and the cash receipt.

  • Thegeneral journalis the all-purpose journal that all transactions are recorded in.
  • Since all transactions are recorded in the general journal, it can be extremely large and make finding information about specific transactions difficult.
  • In this example, it is assumed that receipts are cash collections from customers who have outstanding amounts for credit sales, and receipts from cash sales.
  • That is why the general journal is divided up into smaller journals like the sales journal, cash receipts journal, and purchases journal.

If a general journal were used to record credit sales, each transaction would have to be posted to both the subsidiary and the general ledger accounts. Even for a firm with only several hundred sales a month, using a sales journal can save considerable time. The credit entry is to the accounts receivable control account in the general ledger, and represents the reduction in the amount cash flow outstanding from the credit sale customers. Had the cash receipts journal recorded other items such cash sales, fixed asset sales etc. then the credit would have gone to the appropriate sales or fixed asset disposal account. When a customer purchases inventory on credit, the sale isn’t directly recorded in the cash receipts journal because no cash has actually been collected.

Double Entry Bookkeeping

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cash receipts journal definition

In this way, the line item postings to the accounts receivable ledger are for the full invoiced amount, and only the discounts allowed column total is posted to the general ledger. As with the other journals, the cash receipts journal is posted in two stages. Any entries in the Accounts Receivable cash basis column should be posted daily to the subsidiary accounts receivable ledger. This ensures that the individual customers’ accounts are up to date and accurately reflect the balance owed at that date. As these accounts are posted, the account number is entered into the post reference column.


Because accounting transactions always need to remain in balance, there must be an opposite transaction when the cash is posted. When cash is received, one of the other accounts – sales, accounts receivable, inventory – must also have a transaction listed.

The cash receipts journal records all cash transactions that increase cash, such as cash sales. When cash is received for payment on account, a credit is posted to accounts receivable while the debit is posted to cash. If the cash received is for a sale, the credit is posted to sales. Typical column headings include date, customer name, a reference number and the amount. Using a sales journal retained earnings significantly decreases the amount of work needed to record transactions in a manual system. It also is not necessary to write out an explanation of the transaction because only credit sales are recorded in the sales journal. Although each transaction must be posted to the subsidiary accounts receivable ledger, only the totals for the month have to be posted to the general ledger accounts.