Cash advance closeout checklist
- The book title describes one project, task, activity or purchase.
- The reference and responsible person are correct.
- The starting balance represents funds available when the book began.
- Every later top-up is recorded as Money In.
- Every expense is recorded as Money Out.
- Dates, descriptions, categories and amounts are complete.
- Each expense has an invoice number or documented exception.
- The transaction register has been checked for duplicates and direction errors.
- The expected balance has been calculated from recorded funds and expenses.
- The actual cash has been counted independently.
- The difference is classified as balanced, shortage or surplus.
- Any shortage or surplus has a factual explanation.
- Required notes, review and approval steps are complete.
- The book is closed only after the activity has finished.
- The report, Excel export and audit trail are retained as required.
Before you close
Closing should be the final operational step, not a shortcut for hiding incomplete information. Resolve missing transaction details first. If your organization allows closure with documented exceptions, make those exceptions explicit.
After you close
Review the generated report, confirm the report ID and close date, and store the exported files with the relevant project or procurement records. If the book must be reopened, record a reason so the audit trail explains the change.
Who should complete the checklist?
The person responsible for the cash advance should complete the transaction and cash-count sections. A reviewer can then confirm that the explanation and supporting records are understandable without relying on private verbal context. Where approval is required, the approver should be able to see the final status, difference and retained report before accepting the closeout.
For repeated activities, use the same checklist standard but create a separate book for each advance. Reusing one open book for unrelated tasks weakens the connection between the funds, purpose, responsible person and final report.