With enough information, the root issue can be uncovered with further investigation to see if it really is theft, a training error or even a bank error. “Querying bank statements alongside POS transactions works best when clients make daily deposits separately, instead of lumping them all together,” says Regina. Even if the bank is visited weekly, keep the daily deposits separate to better pinpoint exactly which day and which employee was responsible for making the deposit. In practice, this journal entry will also incorporate other aspects of the underlying transactions. Cash Over and Short account is also used for Petty Cash overages and shortages. This is because they involve with cash sales that currency changes are required.

Here is a video of the petty cash process and then we will review the steps in detail. Right after this entry has been recorded, the check cashed, and the proceeds put in the box, there will be $100 in the box again, an amount which will match the general ledger account. In fact, there is always $100 in the box if you add up all the receipts and the cash (more or less, depending on the cash over/short situation). This system simply delays the recording of small expenses until the end of the accounting cycle or the fund is replenished. It’s not really an adjusting journal entry because there is an actual transaction being recorded. Having a petty cash account is  just more convenient than going to the accounts payable clerk every time someone needs a stamp or a liter of coffee for a meeting.

Example of How the Account Cash Short and Over is Used

At the end of the month, assume the $100 petty cash fund has a balance of $6.25 in actual cash (a five-dollar bill, a one-dollar bill, and a quarter). Frank, who is the responsible person, has been filling out the voucher during the month, law firm bookkeeping and all the receipts are stapled to the voucher. When there is a cash shortage, it is treated as an expense; thus we recorded on debit. In contrast, when there is an overage, it is treated as income; thus we recorded on credit.

The accounting system will show $95 in posted sales but $96 of collected cash. The journal entry for this sale would debit cash for $96, credit sales for $95, and credit cash over short for $1. To illustrate, we will close the $100 original petty cash fund by returning the cash to the checking account with a debit to cash and a credit https://goodmenproject.com/business-ethics-2/navigating-law-firm-bookkeeping-exploring-industry-specific-insights/ to petty cash. In contrast, let’s assume that during the cash count, the actual cash from the cash sales is $495 instead of $510. If the cash recorded in the register is higher than the physical cash in hand, it falls under cash short. Debit your cash short and over account in your journal entry by the amount of cash short.

Definition of Cash Short and Over Account

A firm will note cash variation instances easily in a single accessible account. In practice, the cash over and short account can only have a debit or credit balance. In other words, the cash in the register can be higher or lower than the actual cash for classification in this account. If a company has various cash drawer locations, the cash over and short account holds the net of these differences.

However, if the balance is at credit, it is treated as miscellaneous revenue instead. The cash over and short account is the type of miscellaneous account in the income statement. If its balance is on the debit side, it is usually presented in the miscellaneous expenses. On the other hand, if its balance is on the credit side, it will be presented as miscellaneous revenue instead. A cash short and over account offers a way to track the cash management skills of employees. The sums in the account are usually so low that the balance of the account will be combined with other trivial sums listed as other expenses on the income statement.