Cash vouchers

A cash voucher belongs to a parent accounting document and an organization. The Accounting Preparer records who held the cash, when it was spent, the amount and the receipt reference. That connection gives the Accounting Reviewer a way to compare the voucher with the expense being recorded. A voucher in Draft can be prepared; a Submitted voucher is ready for a decision. The reviewer approves or rejects the submitted revision before the team treats it as accepted custody evidence.

The source document matters. A voucher can look complete on its own while pointing to a different expense or organization. Start each review at the parent record, then read the custodian and receipt details. For example, when a custodian buys supplies with petty cash, the preparer ties the voucher to the supplies expense and records the receipt reference. The reviewer can then compare the amount and date with that expense, rather than approving an isolated claim.

• Prepare the voucher. Record the parent document, organization, custodian, spend date, amount and receipt reference before submission.
• Decide independently. The Accounting Reviewer examines the submitted revision and its supporting document before recording a decision.
• Keep the outcome visible. Use the voucher status to distinguish Draft, Submitted, Approved, Rejected and Completed work.

The preparer should resolve a missing or mistaken receipt reference before asking for a decision. An approved voucher does not itself establish that the related document has been posted to the ledger. Follow the parent document through its own review and journal posting steps.

Agree who may hold petty cash, what receipt reference the team will record and how the custodian hands that evidence to the Accounting Preparer. Set a consistent rule for naming a voucher’s parent accounting document. Agree when a voucher should be submitted and what a reviewer must compare before approval. These choices keep a later inquiry answerable from the voucher and its parent.

Also decide how a rejected voucher returns to the preparer. The rejection should identify the issue in the review conversation, while the next revision carries the corrected details. Preserve the distinction between a decision on the voucher and a decision on the accounting document. A reviewer who checks the custody evidence still needs the document’s amount and lines to support posting.

Use an ordinary cash purchase as a rehearsal. Have the Accounting Preparer create the parent document, enter the expense lines and attach the receipt evidence. Create a voucher for the custodian with the spend date, amount and receipt reference. Submit it and ask the Accounting Reviewer to trace the parent and verify the amount. Repeat with a wrong receipt reference or an amount that differs from the parent; the reviewer should be able to identify the discrepancy before accepting the revision.

Then test the outcome from the preparer’s side. The team should see whether the voucher is still waiting, approved or rejected and know which parent document needs the next action. Keep this case available during training because it exercises the custody handoff rather than just data entry.

• Vouchers Awaiting Decision — Submitted vouchers with the parent, custodian, amount and receipt reference together.
• Voucher Status Board — Draft through Completed work grouped by its current status.

Continue with voucher review and document approval.