Petty Cash Accounts

You can easily manage your Petty Cash in ChurchTrac. We recommend using an "Untracked Account" for most churches, but you also have the option to use an "Asset Account" if you need detailed Category-level reporting.

Setting up an Untracked Petty Cash Account
Setting up a Petty Cash Asset Account
Transferring Funds to Petty Cash
Recording Petty Cash Activity

Untracked Accounts are used for accounts you want to record and monitor without showing them on your Balance Sheet or budget. You can still view and adjust the balance, but individual transactions and Categories are not tracked.

Asset Accounts are used for accounts that actually hold money, like checking or savings accounts. These accounts show on your Balance Sheet and track every transaction in detail.

Setting up an Untracked Petty Cash Account (Recommended)

This option is ideal for churches that simply want to track the balance of their petty cash without needing detailed expense categories.

Step 1. Navigate to the "Accounting" screen and select the "Accounts" tab. Then, select "Add Bank Account."

Answer the prompt:

1. "Is this an Account held at a bank or financial institution?" Yes

Step 2. When prompted, select "Untracked Account." Next, enter a name such as "Petty Cash."

Step 3. Then, choose "Untracked Asset." Add Petty Cash Account

Step 4. Enter a Starting Date and Beginning Balance, then "Save" the account.

Untracked accounts are used to record a balance only. Instead of entering individual transactions, you select an Auto-Adjustment Category that will automatically increase or decrease this account’s balance. This allows the balance to stay accurate and your books to remain balanced, without tracking detailed income or expense entries in the account itself.

Setting up a Petty Cash Asset Account

Use this option if your church wants to run reports showing which "Categories" Petty Cash was spent on.

Step 1. From "Accounting → Accounts," select "Add Bank Account."

Answer the prompt:

1. "Is this an Account held at a bank or financial institution?" Yes

Step 2. Enter a name such as "Petty Cash" and choose "Asset" as the account type.

Step 3. Enter the Starting Date and Beginning Balance to finish setup.

Transferring Funds to Petty Cash

First, go to your "Checking Account" and select "Add Transaction."

Enter the transaction details:

Transaction Type: Account-to-Account Transfer
Reference: TRX
Payee/Description: Replenish Petty Cash or Cash Box
Transfer To: Petty Cash
Enter Amount: $500.00

Review and "Save" the transaction.

Recording Petty Cash Activity

If Using an Untracked Account

Untracked accounts do not use Categories or Funds. Simply select "Add Transaction" and adjust the balance when needed.

Enter the transaction details:

Transaction Type: Balance Adjustment
Description: Gas, Supplies, Refreshments, etc.
Amount: Amount spent or added

How Untracked Accounts Work
Untracked accounts are used to record a balance only. Instead of entering individual transactions, you select an Auto-Adjustment Category whose activity will automatically increase or decrease this account’s balance. This allows the balance to stay accurate and your books to remain balanced, without tracking detailed income or expense entries in the account itself.

If Using an Asset Account

Asset accounts allow detailed tracking by Category.

Transaction Type: Expense/Charge
Reference: PMT
Payee/Description: Gas
Category: Select the appropriate expense category (Petty Cash)
Fund: General Fund (or applicable Fund)
Amount: Example: $50.00