NSB Cashbook
A Non-Salary Budget Cashbook is used to record and manage financial transactions related to a specific budget or project that does not involve salary payments. In NSB record keeping this is the most important register. In this register monthly income and expenditures are kept. There are some sections that need to understand to be filled in. Here's a general outline to help you set up and maintain a Non-Salary Budget Cashbook:
This is a very simple section. In this section School EMIS Code, Tehsil and District names and School name is written.
In the
second section income of the month is added. It needs to be very careful in writing income. at first row enter serial number that is always 01. Then in next column enter date which must always be first day of the month i.e. 01. In details column write "Opening Balance". In next column write the amount as per bank statement. This amount must be equal to the amount of closing the last month. Signature of head teacher is a must against every entry.
Then if grant is received in this month add serial number 02 in first column and date of grant transferred into account in second column. In details column write "NSB Grant". In next column write amount transferred and then sum of both values in the "Total" column. And finally signatures.
Note: If no grant is received then only first row will be written.
Total income column will be filled only when grant is received in the current month. The amount received is written in this column not the total amount present in the account. If no grant is received in the current month, then this column will be empty means "Nil" or "--" is written.
In the next column total amount withdrawn from the bank account in the current month is written. This amount must be equal to the total expenditures in the current month. Amount withdrawn should never exceed the expenditures. The best practice is that amount withdrawn is equal to the expenditures of the current month and not more than that as keeping petty cash is not a good practice.
Amount withdrawn = Total expenditures of the current month
The next column is about the closing balance of the bank account at the end of current month. In this column total expenditures are subtracted from the total income of the current month. Once closing balance is written, no further changes should be made in the expenditures section. That is why it is filled at the end of month or in the beginning of next month. This is calculated as
Closing Balance = Total Income in the current month - Amount Withdrawn
OR
Closing Balance = Total Income in the current month - Total Expenditures of the current month
In this page the first section is to write month and year. Then write account number in detail with bank name and branch name.
In expenditures section, at first is serial number. It must be filled carefully. Serial number starts from the first receipt of the financial year. Any expenditures made in the month of July will start the index at 1.The serial number continues to increase till June. In the month of June the serial number is closed and then again started from 1 from the month of July. The serial number extends to the next month and so on til June.
Then in next column date of transaction is written. Here date is written carefully not the date of receipt but date of transaction.
In voucher # write the bill #. The bill # that is received from any trader. If any receipt is added by the head and not the trader bill then this column will be empty.
Then write the detail of expenditure. Here complete detail must be written. For purchasing every item in the bill must be written and for pay or utility bills month is written.
In next column amount withdrawn is written. Amount should be equal to one expenditure written in details column. Further write amount to be paid for the item written in details column.
The good practice is that amount to be paid should be equal to the previous column but if it is less than the amount withdrawn then remaining amount must be written in the totals column. But if previous two columns are equal then it will be empty or nil.
Then the next two columns are about school council's meeting number and date. As all of us know that each expenditure is made by the consultation of school council so its meeting number and date need to be entered here.
Then signature of head teacher is a must against every entry written.
After Completing all the entries or expenditures done in current month, the page must be closed and signed with stamp by head teacher. If no entry is made or no expenditure is done in the current month then also close the page by adding "Done". and signature and stamp by head teacher.
The previous remaining column must always be "Nil" or "--" as it is already told that keeping no money in hand or withdrawal of extra money or more than monthly expenditures is a very bad practice. It should be avoided. Therefore the first column here should always be null.
In the next column amount withdrawn from bank account is written. This amount should always be equal to the expenditures done in current month.
The total expenditures column should always be equal to the sum of all expenditures written in the current month sheet above.
The best practice is that School Council does not have any petty cash. So this column should always be "Nil" or "--".
Note:
Remember to regularly review and reconcile your Non-Salary Budget Cashbook to ensure accuracy and compliance with financial regulations. The working must be done every month at the last day of expenditure month or on the 1st day of next month.
