Note: All pages below are subject to having relevant Roles and Permissions.
In this guide, we will outline the process required to add Petty Cash within the Finance Module.
To begin, go to Modules>Finance>Finance Home Page.
Note: To record Petty Cash, a Petty Cash Ledger is required with the Ledger type PC.
To check this, go to Maintenance and select Ledger Groups and Codes and if the Ledger is not set up, this needs to be added.
![](https://d3kchveacp7yrb.cloudfront.net/2022/04/TqV5mqT6-image-18.png)
The following Books are also required, Cheque Books and Petty Cash Vouchers.
To setup Books, go to Maintenance section of the Finance Home Page and select Books.
![](https://d3kchveacp7yrb.cloudfront.net/2022/04/uCypqAdg-image-19.png)
Select Petty Cash Folio Book from the Book Type in the drop down menu.
Then, press New and complete the form (repeating for Cheque Book if required).
If you require further guidance on setting up Books, please refer to How to Create Order Books.
![](https://d3kchveacp7yrb.cloudfront.net/2022/04/3vvUAf5M-image-20.png)
![](https://d3kchveacp7yrb.cloudfront.net/2022/04/06s3kpnr-image-21.png)
To Process Petty Cash Transactions, go to Modules>Finance>Finance Home Page and select Petty Cash Processing under General Ledger.
![](https://d3kchveacp7yrb.cloudfront.net/2022/04/LNCr84OL-image-22.png)
Add Reimbursement
To add Petty Cash in, select + Add Reimbursement
![](https://d3kchveacp7yrb.cloudfront.net/2024/07/Screenshot-2024-07-02-at-17.06.23.png)
Complete the transaction details and press Print.
![](https://d3kchveacp7yrb.cloudfront.net/2024/07/Screenshot-2024-07-02-at-17.07.07.png)
Click Yes to confirm the print was successful.
Click No to discard the current reimbursement.
![](https://d3kchveacp7yrb.cloudfront.net/2024/07/Screenshot-2024-07-02-at-17.20.10.png)
Users can mark the cheque as spoilt in the Confirm Spoiled Cheques pop up (as is seen in Payment Processing).
These records will be displayed in the Petty Cash Transactions table with a status of Void.
Note: This record will not have any impact on the Cash In Hand or Unposted Expenditure.
Add Expenditure
To add Petty Cash expenditure, select + Add Expenditure.
![](https://d3kchveacp7yrb.cloudfront.net/2024/07/Screenshot-2024-07-02-at-17.07.28.png)
Complete the description and select + Add Expense.
![](https://d3kchveacp7yrb.cloudfront.net/2024/07/Screenshot-2024-07-02-at-17.08.49.png)
Complete the fields and click Save to complete the transaction, or Save & Next to add an additional line.
![](https://d3kchveacp7yrb.cloudfront.net/2024/07/Screenshot-2024-07-02-at-17.10.07-1442x1024.png)
Once all of the transaction details have been entered, click Save to just save the transaction, or Save and Post if you are ready to post the transaction.
![](https://d3kchveacp7yrb.cloudfront.net/2024/07/Screenshot-2024-07-02-at-17.11.39.png)
Petty Cash balance
The Petty Cash running account balance is shown at the top of the screen.
![](https://d3kchveacp7yrb.cloudfront.net/2024/07/Screenshot-2024-07-02-at-17.12.14.png)