Rules for registration of cash documents

Cash transactions are actions carried out, as a rule, with individuals to receive and issue cash in the form of bills and coins.

Cash documents are business papers that confirm the movement of funds through the cash register.

Thus, the documentation of cash transactions is a certain procedure that is strictly regulated by the legislation of the Russian Federation for accounting for cash from a legal entity or entrepreneur.  

Cash transactions and their registration are an important part of the work for any business. In this article, we will take a closer look at the procedure for maintaining the relevant document flow.

Cash discipline and its importance

A cash register is a cash register that issues receipts for which a cashier works. This opinion is usually formed by ordinary people. However, a cash register is also a set of operations of organizations united under the name “operational cash register”. In the company, under the cash register, they mean all the company’s operations with cash, which are documented. This applies to the issuance of wages, the transfer of revenue to collectors, the acceptance of payment from customers.

All enterprises of trade and other spheres should monitor compliance with the legislation and comply with cash discipline. This directly concerns cafes, beauty salons, shops and other enterprises working with individuals. If the company does not pay in cash, then it may not comply with cash discipline.

A special employee, the cashier, monitors the work of the cash register. At the same time, the responsibility for the preparation of cash documents is assigned to the accountant, financier or director. Cash documents are required to confirm the movement of funds through the cash register. If there are no papers or there are errors in their contents, then it is impossible to determine exactly how much money the company should have in cash. Cash documents are often requested by the IFNS during verification. For existing errors, you can run into a fine.

It is important to know that individual entrepreneurs have the right of sole proprietors to conduct cash document flow in a simplified form. They only have to fill out documents on the payment of salaries in cash. Also, sole proprietors comply with the cash settlement limit and spend funds for acceptable purposes.

You can store cash anywhere. It can be a cash register, a safe deposit box, a safe deposit box or other methods. The State does not give instructions on how to store funds.

Learn more about cash transactions

At its core, there are only two cash transactions: receiving cash (arrival) and issuing cash (expenditure).

Incoming transactions are the receipt of revenue, the receipt of money from a bank account, the return of unused accountable amounts. The expense is the payment of wages, the issuance of accountable and travel amounts, the delivery of money to the bank.

All of the above operations must be documented. At the same time, it is important to take into account the fact that the cashier is obliged to accept solvent banknotes and coins.

Funds that have certain problems – no. These include:

• Signs of counterfeit bills.
• Serious damage.
• Heavy pollution.
• Signs of wear.
• Torn money.
• Bills with scuffs.
• Bills with holes, punctures.
• Painted money or having stamps.
• Bills without corners. To

At the same time, if money with similar damages is found in the cash register, then they must be taken to the bank. It is prohibited to issue such banknotes to customers.

Registration of cash documents: what you need to know

Since 2014, all cash transactions have been regulated by the instruction of the Bank of Russia “On the procedure for conducting cash transactions”. The document establishes rules regarding:

• Setting the cash balance limit. Sole proprietors and SMEs may not set a limit. The rest of the companies can choose the formula for calculating the limit themselves: based on the actual expenses of cash or on the volume of revenue.
• Benefits for sole proprietors and SME companies. In particular, such entities may not keep a cash register on days when there are no cash payments. Sole proprietors who are engaged in certain activities may not issue cash documents and a cash register.
• Rules of registration of documents. They can be prepared on paper or in electronic form at the company’s choice. If an electronic format is selected, it is important to ensure data protection using EDS.

If we talk about other rules for processing documents, then these include:

• The cashier can make a total receipt and expense cash order at the end of the working day the amount of revenue.
• Signatures on documents are verified only on paper.
• If the cash withdrawal order has an electronic form, the recipient of the funds can put an EDS on it, and send the receipt to the client by e-mail.
• Not only the cashier can keep the cash register, but also another authorized employee.

It should be noted that in 2020, important amendments to the legislation were adopted, which changed some rules. In particular:

• Separate divisions can no longer keep a cash register if they deposit funds to the parent company’s cash register.
• The deposit of wages not issued on time can now not be reflected in the statement.
• It is no longer possible to issue bills to the customer even with one damage.
• Cashiers are required to check the funds for the original.
• Introduced rules for working with automatic terminals.

The procedure for registration of cash and cash documents

Cash transactions are executed by the following documents:

• Cash receipt Order (PKO).
• Expense Cash Order (RKO).
• Cash book.
• Settlement and payroll statement.
• Payroll.
• The book of accounting of funds received and issued by the cashier.

All forms are standard, developed and adopted by government agencies.

It is important to know that all cash transactions depend on the cashier or other authorized employee. The cashier, senior cashier or other employee accepts his duties under the signature. If the organization or sole proprietor has several cashiers, a senior cashier is appointed. At the same time, an accountant, a commercial director or the head of the company can manage the cash register.

Cash documents are signed by the chief accountant, accountant or director, as well as the cashier. The electronic document must have an EDS. When working, the cashier must have the seal of the organization, which has the details confirming the cash transaction. It is also desirable to have facsimiles of persons authorized to sign cash documents.

If there is a senior cashier, cash transfer transactions between the senior cashier and cashiers during the working day are reflected by the senior cashier in the ledger of accepted and issued funds.

The order of registration of cash documents

Receipt of funds to the cash register is carried out through a cash receipt order in the form 0310001.

The cashier must perform such actions when receiving cash:

• Check for the signature of the chief accountant, accountant or director on paper.
• Check the compliance of the amount of money indicated in figures, in words and the availability of supporting documents (receipt, receipt).
• Recalculate the funds and compare the amount indicated in the order with the amount actually accepted.
• Sign the cash receipt and stamp the receipt. In the case of an electronic PCO, the cashier must send a receipt to the customer by e-mail in case of such a request.

Sometimes there are situations that the amount in the documents and the actual do not correspond. In this case, the client must add the missing amount. If the situation is reversed, the cashier crosses out the PKO and passes it to the authorized employee for reissue to the amount of cash actually deposited. During electronic document management, the cashier puts down a note on the need to reissue the PKO.

As for the cash flow documents, the list includes:

• Cash withdrawal order in the form 0310002.
• Settlement and payment statement in the form 0301009.
• Payroll on form 0301011.

The cashier is obliged to:

• Check for signatures of authorized persons for cash withdrawal.
• Checks the supporting papers.
• Identify the recipient. It can be any identity document, including a passport.
• Prepare and recalculate the funds, give them directly to the recipient and get a signature from him.
• Sign the order yourself.
• To issue accountable amounts, a written statement of the accountable person or an order of the head is required.

As for the payment of wages, it most often takes place on the basis of the amounts indicated in the statement. The actual amount of the issue must be specified in the RKO. If the funds are issued to a third party by proxy, the cashier checks:

• Compliance of the recipient’s full name specified in the RKO with the principal’s full name specified in the power of attorney.
• The identity of the authorized person through the passport.

In the settlement and payment or payroll, before the signature of the person who is entrusted with receiving cash, the cashier puts a mark “By proxy”. The power of attorney itself is attached to the RKO or statements. If the power of attorney is issued for several payments or receiving money from different organizations or sole proprietors, certified copies are made from it. The original is kept by the cashier and is attached to the expense order or statement at the last issue of money.

As for the cash register, it reflects all cash flows in the organization. Entries in it are made by the cashier or another authorized person. At the end of the working day, the cashier makes a reconciliation of the information in the cash register with the information in the cash documents. It is important to withdraw the amount of the remaining cash and sign the book. Further, these records will be checked by the accountant when the accounting department is consolidated. In the absence of cash transactions, entries in the book can not be made. The cash register may not be maintained by branches and divisions that hand over cash to the parent office at the end of each day. Supervises the maintenance of the cash register by the chief accountant or director.

Sanctions for violations

Compliance with the legislation is monitored by the tax service as part of inspections. IFNS will consider such situations illegal:

• The presence of money spent on illegal purposes.
• The cash balance limit has been exceeded.