Petty Cash Book

							Documents:
Receipts and Vouchers                                      Accounting Reports:
                                                           Balance Sheet
Incoming Documents from Group / Cluster:                   Income Statement
Group Internal Monthly MIS                                 Actual-to-Budget Income Statement
Group External Loan Summary
Group New Account Summary                                  Federation Portfolio Reports:
Group External Savings Account Activity Summary            Income / Expenditures Projection (1-3 months)
Group External Loan Repayment Summary                      Due Payments Report
Collection Sheets for Federation Products                  Group Loan Demand Collection Balance (Cluster-wise)
Cluster Officer Collection Summary                         Group-wise Savings Report
Group Loan Application                                     Group-wise Equity Report
                                                           Group-wise Loan Report
Accounting Records (primary and subsidiary):               Group Savings Statement
Cashbook                                                   Group Equity Statement
General Ledger                                             Group Loan Statement
Personal Ledgers (Savings, Equity, Loan, Other Products)   Group Loan PAR (Cluster-wise)
Petty Cash Book                                            Federation Bank Reconciliation Statement
Coinver Citta Book
                                                           Group Portfolio Reports:
Other Records:                                             Income / Expenditures Projection (1-3 months)
Board Meeting Proceedings Book                             Member Loan Demand Collection Balance
Group Passbook                                             Member Loan Portfolio-At-Risk (Group and Cluster-wise)
Group Loan Record – see GREC-32                            Group Bank Reconciliation Statement
Group Detail Form – see GREC-24                            SHG Bank Loan Demand Collection Balance
Client Detail Form – see GREC-25                           SHG Bank Loan PAR (Cluster-wise)
Financial Instrument Definition – see GREC-26
                                                           Consolidated Portfolio Reports:
Bank Related Documents:                                    Consolidated Demand Collection Balance (Cluster-wise)
Bank Savings Account Passbook – see GREC-31                Consolidated PAR
Bank Loan Record – see GREC-32
Document FREC - Cash Book

Left Hand Side: Credits

Date   Particulars                                 Cash   Bank   General Ledger Folio Receipt / Voucher No.
                                                                 No.
       To Balance b/d (could be debit or credit)
       List of Credits…
       …



Right Hand Side: Debits

Date   Particulars                                 Cash   Bank   General Ledger Folio Receipt / Voucher No.
                                                                 No.
       By Balance b/d (could be debit or credit)
       List of Debits…
       …
Document FREC-0X - General Ledger

Account Heads:
    Cash (Kept in Cashbook)                 o Fees on Other Loans
    Bank Accounts and Deposits              o Interest on Group Savings
    Accounts Payable                        o Dividends on Group Equity
         o Bank Loans                        o Other Expenditure
         o Other Loans                   Operating Expenses
         o Group Savings                     o Salary
    Accounts Receivable                     o Rent
         o Group Loans                       o Utilities
         o Other Loans                       o Printing and Stationery
    Investment Accounts                     o Taxes
    Financial Income                        o Other Expenses
         o Interest on Group Loans       Fixed Assets
         o Interest on Other Loans           o Real Estate
         o Fees on Group Loans               o Furniture
         o Fees on Group Savings             o Equipment
         o Penalties on Group Loans          o Other Assets
         o Other Fees                    Advance and Deposit Accounts
         o Interest on Bank Savings      Program Accounts
         o Return on Investments         Reserves and Surplus
         o Other Income                      o Loan Loss Reserve
    Financial Expenditure                   o Capital Reserve
         o Interest on Bank Loans        Capital (and Donated Equity)
         o Interest on Other Loans       Group Equity
         o Fees on Bank Loans
First Page: Index of Account Headings

Account Head           Account Code        Page from        Page to


Under Each Heading

Date         Particulars      Debit        Credit      Cash Book   Balance
                                                       Page No.
             Receipt No,
             Voucher No

•Separate   Page Range for each Account Heading
Document FREC-0X - Personal Ledger (one ledger for each type of account – Loan, Savings and Equity)

First Page: Index

Group Name            Village Name          Account No.          Page No.


Separate Page for each Group Account:
Should these be per Group or per Account?

Group Name:
Group No.:
Village Name:
Account Number:

Date      Particulars        Debit          Credit        Cash Book    Balance
                                                          Page No.
          Receipt No,
          Voucher No,


Facing Page
May not be required as this data is also stored in Group Loan Record

                  Receipts                           Payments
Fee Received Interest        Penalty        Interest Paid Dividend
             Received        Received                     Paid
Document FREC-0X – Petty Cash Book

Cash     Cash Book Date           Particulars    Total      Salary Rent Utilities Printing and       Misc.          Ledger
Received Page No.                                Payment                          Stationery         Expenses       Account




This should be mentioned as Wage? As salary cannot come from petty cash.
Girija - Petty cash usually consists of postage, stamps, refreshments, transport etc., Rent an d salary may not come under it.
Tapan: OK, but then where should we record this? Should it go straight to Cashbook / General Ledger, or should there be some
special Payroll ledger?
Document FREC-0X - Board Meeting Proceedings Book

Federation Name:
Meeting Date:
Meeting Location:
Record Keeper Name:

Meeting Attendance:
Serial No       Name           Village             Designation   Signature


Meeting Agenda:


Meeting Minutes:


Meeting Resolutions:

Resolution #                             Subject                             Resolution
Consecutive across meetings…




Fed President Signature:
Fed Secretary Signature:
Cluster Officer Signature:
Document FREC-0X – Group Passbook (separate for each account- Loan, Savings and Equity)

Group No.:
Group Name:
Village:
Date:
Account Number:
Federation Secretary Signature:


Date Particulars                    Debit Credit Balance Member Sign           Officer Sign
     Receipt No, Voucher No,



Facing Page may not be required as this data is also stored in Group Loan Record:

                 Receipts                           Payments
Fee Received Interest        Penalty       Interest Paid Dividend
             Received        Received                    Paid
Document FDOC–0X: Group Loan Application

Group Name:
Group ID:
Date of Application:
Amount:
Term:
Monthly Interest:
Penal Interest:

Member Loan Particulars:

       Client                        Purpose                 Amount
       Rohit                         Buffalo                 1000
       Vijay                         Merchandise             3000
       Tapan                         Buffalo                 500
       TOTAL                                                 6000

Comments:

Client Signature:      X __________________ ? Who signs in this format…Preferably the group heads.

There could be two sections here…. Approval and recommendation – Details of past three loans taken by the group and repayment
performance on the same has to be included here. This needs to be the basis of fresh loans.
Any other basis for loan sanction ( savings to credit ratio, required equity , internal loan repayment record of the group, savings and
meeting regularity etc., also need to included here).
TAPAN: Could this not be generated as a report at the Federation itself if an appropriate MIS is in place? It could be called Group
Credit Statement. Putting this burden on the Field Staff / Group seems too much.
––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––––
Approval                                                                       Recommendation                                             Formatted
Approved:      Yes  No  Pending
Comments:
Loan ID:

Group President Signature:                                   Cluster President:
Group Secretary Signature:
External Officer Signature:




Custom Repayment Schedule (on reverse):

       Month                  Principal Due   Interest Due
       …                      100             10
       12                     100             10
Document FREP–01 – Balance Sheet

Liabilities and Net Worth   Amount (Rs) Assets                  Amount (Rs)
Liabilities:                            Current Assets:
    Group Savings                          Group Loans
    Bank Loans                             Other Loans
    Other Loans                            Investments
    Net of Deposits –
        Advances                       Closing Balances:
                                           Cash in hand
Funds and Reserves:                        Bank Accounts and
    Program Funds                            Deposits
    Loan Loss Reserve
    Capital Reserve                   Fixed Assets:
                                           Real Estate
Equity / Capital:                          Furniture
    Donated Equity                        Equipment
    Capital                               Other Assets
    Group Equity
    Current Income
Total                                  Total

Again the opening balance issues….
Document FREP–02 – Income Statement

                                      Current Year:   Previous Year:
Financial Income:
    Interest on Group Loans
    Interest on Other Loans
    Fees on Group Loans
    Fees on Group Savings
    Penalties on Group Loans
    Other Fees
    Interest on Bank Savings
    Return on Investments
    Other Income
TOTAL FINANCIAL INCOME:

Financial Expenditure:
    Interest on Bank Loans
    Interest on Other Loans
    Fees on Bank Loans
    Fees on Other Loans
    Interest on Group Savings
    Dividends on Group Equity
    Other Expenditure
TOTAL FINANCIAL EXPENDITURE

Operating Expenses:
    Salary
    Rent
    Utilities
    Printing and Stationery
    Taxes
    Other Expenses
TOTAL OPERATING EXPENSES:
Net Profit (or Loss)
Document FREP–02 – Actual-to-Budget Income Statement ( Budget should be broken into quarterly targets and target,
actual, variance, % of variance and reason for variance need to be included. This can also include a section on business plan
the plan for loan disbursement, collection, external resource mobilization etc/.
Vijay: 1) In Federation-v-1, Document FREP–02 page 16 you suggest that business plan detail and loan details could be
included, but for that seperate format is already there, then why dowe need this information in this statement...hoiw would
this information help here....
Tapan: This document could be quarterly, biannual, annual, etc. It would be flexible as per needs. This is pretty clopde to
CGAP Disclosure Guidelines I think..Business plan for Mahakalasm should probably be separate document.

                                         Actual                Budgeted              % of Budget
Financial Income:
    Interest on Group Loans
    Interest on Other Loans
    Fees on Group Loans
    Fees on Group Savings
    Penalties on Group Loans
    Other Fees
    Interest on Bank Savings
    Return on Investments
    Other Income
TOTAL FINANCIAL INCOME:

Financial Expenditure:
    Interest on Bank Loans
    Interest on Other Loans
    Fees on Bank Loans
    Fees on Other Loans
    Interest on Group Savings
    Dividends on Group Equity
    Other Expenditure
TOTAL FINANCIAL EXPENDITURE

Operating Expenses:
    Salary
    Rent
    Utilities
    Printing and Stationery
    Taxes
    Other Expenses
TOTAL OPERATING EXPENSES:
Net Profit (or Loss)