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When running your cannabis business, you may have plenty of occasions when cash flows through your hands. Petty expenses like pizza for the crew or quick payments for small sales can add up faster than you think — and you must account for it all.
You need an organized, central place to track the cash used in your cannabis business for many reasons. Without it, you won’t get the tax benefits from the expenses you pay with cash. Plus you’ll set yourself up for the risk of missing funds.
To keep your accounts in order, you need a cash log. This is simply a system you can put in place to store petty cash and list all the expenses and income you receive as cash.
A cash log is something that will be scrutinized under audit, so this is another reason the proper use of cash logs is extremely important.
Every retail company should have a cash log, but it’s especially important for a cannabis-related business. You’ll improve your cash flow and reputation for professionalism within your market and industry.
Step 1: Create the Infrastructure
While you can use a fancy spreadsheet or template for your petty cash log, it can be effective to simply start with a notebook. You’ll want to create the following columns to fill out any time cash is used:
- Detailed description of the purchase
- Amount of purchase
- Purchase date
- Account affected
- Employee recording the transaction
Second, you’ll need to have a petty cash book that shows the movement of cash from other accounts into the locked petty cash safe when it’s time to replenish it. Create different columns for this log:
- Date
- The account where you’re transferring cash
- Notes, including the time period the petty cash was used
- Debit
- Credit
For the last two columns, simply mark whether you’re debiting the cash from the account or adding to it. For example, if a subcontractor returned a large sum of cash to your petty cash fund, you’d list “petty cash” as the account, mark the “credit” column, and note the date and situation. If you need to replenish the petty cash, be sure you clearly state where the cash came from.
Step 2: Delegate Responsibility
To avoid confusion, it’s important to delegate the responsibility of the cash logs to different employees. For example, a manager or the owner should be the only person to add cash to the petty cash safe. They should then also be responsible for recording their activity in the log.
Another employee should be the only person who can use petty cash for necessary purchases. They’ll be the one who oversees the details of the transaction as well as write which account has been affected. If your company is small enough, it may be sufficient to have a manager sign off on each log at the end of the day.
For example, if the employee uses petty cash to mail a package, you’ll want to make sure “postage” is listed as the account.
Step 3: Reconcile Your Accounts
On a regular basis, you’ll need to reconcile your accounts with your petty cash log to make sure everything matches. That way, you’ll have the records to support any deduction claims on your business taxes.
To make sure your system meets IRS requirements, work with an accountant who specializes in the cannabis industry. My Cannabis Accountant, also known as MCA Accounting Solutions, is a boutique accounting firm that’s set up specifically to help cannabis-related businesses like yours. To learn more, schedule a meeting today.
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