What is a Cash Disbursements Journal? Definition Meaning Example

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cash disbursement journal

As a business owner or accountant, keeping track of cash disbursements is essential for maintaining accurate financial records. QuickBooks’s Cash Disbursement Journal helps streamline and simplify the recording and managing of cash payments. In this article, we will explore what the cash disbursement journal is, its importance, and how to use it in QuickBooks effectively. The cash disbursement journal is a detailed record of the cash payments made by a business. The journal itemizes when checks and other types of payments are made, as well as the amounts paid, the names of the recipients, and the accounts charged. This journal is a good source document for tracking down the specifics regarding individual payments.

  • According to the fundamental principle of double-entry accounting, the debit and credit will balance out for each transaction recorded.
  • As a business owner or accountant, keeping track of cash disbursements is essential for maintaining accurate financial records.
  • As for how to calculate cash disbursements and use them effectively, management could use the journal to see not just the disbursement of cash but also track how a company uses cash.
  • Entries to the Accounts Payable account should be posted daily to the subsidiary accounts payable ledger.
  • The other accounts column includes all the cash payments besides credit purchases – such as equipment purchases, inventory purchases, and salary expenses.

This is a very simplistic example but would show how transactions are recorded. Both the cash amount has to be recorded under the cash credit account and the same amount has to be debited from a corresponding account. Depending on the type, that account could be an inventory account or any other traditional balance sheet account. To illustrate how to record transactions in a cash disbursements journal, let’s do an exercise. Small and some medium businesses only use cash books to record their cash transactions.


This special journal is sure to be shorter than recording a new journal entry for every single transaction at the end of the financial period, be it a day, week, or month. This helps to prevent the general ledger from getting too cluttered with information. In this case the debit entry is to the accounts payable control account in the general ledger, and represents the reduction in the amount outstanding to suppliers. Had the https://www.bookstime.com/ recorded other items such cash purchases etc. then the debit would have gone to the appropriate purchases or expense account. A cash disbursements journal and a cash book function similarly in that both record a business’s cash transactions. With a general journal, you’ll have a record of all your business’s transactions.

cash disbursement journal

In other words, management can look through the cash disbursements journal and see what ratio of cash is being spend on inventory compared to the amount of cash being spent on paying other bills. When the financial period is over, the bookkeeper adds a Total Payment row to the journal. Accounts use the data from the journal to make posts in General Ledger and any subsidiary ledgers as needed. If your business has cash expenses, then you need to keep a cash disbursement journal to process and record these expenses.

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The main benefit of using a cash payment journal is that it provides businesses with a record of all cash payments made. Additionally, the journal can be used to generate reports on spending, which can be helpful in budgeting and financial planning. A cash disbursements cash disbursement journal journal on the other hand includes all cash outflow transactions, be it actual cash or any other form of payments (e.g. check, electronic transfer, etc.). The second transaction, company disburses cash on hand $ 2,000 to settle the accounts payable with the supplier.

cash disbursement journal

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