In this guide, we show How to Manage Petty Cash within the Finance Module by showing how to:
Access: The minimum permissions required to Manage Petty Cash are found in the Finance Module section Config > Setup > Roles & Permissions.
Pre-requisites: In order to Manage Petty Cash, there needs to be a Petty Cash Ledger. See: How to Manage Ledger Codes.
Related Guides:
How to Process Petty Cash
To begin, go to Modules > Finance > Finance Home Page > General Ledger > Petty Cash Processing.
Select the Petty Cash Account from the drop down. Historical Petty Cash Transactions are displayed below. A Petty Cash Reimbursement or a Petty Cash Expenditure can be added in this area.
How to Add a Reimbursement
To add a Petty Cash Reimbursement, select Add Reimbursement.
In the Reimbursement panel:
- Select the desired Payment Period
- Input the Reimbursement Amount (£)
- Select the Bank Account from the Drawn From field
- Select a Cheque Book
- Enter the Cheque Payee
- Enter a Narrative
Complete and process the transaction details in the reimbursement panel by pressing Print.
If the Print is successful, click Yes. If it is unsuccessful, click No.
A successful Print will show in Petty Cash Transactions.
If the Print is unsuccessful and No is selected, in the pop up, select the cheque to Void and click Choose. Then add a Description of the print run problem.
Once selected, click Okay.
The Voided Cheque is then shown in Petty Cash Transactions.
For Centrally Processed Petty Cash, in the Reimbursement panel:
- Enter the Amount (£)
- The locked Drawn From field displays the Fund Code
- The Cheque Book field is also disabled
- Enter a Payee
- Enter a Narrative
Complete and process the transaction details in the reimbursement panel by pressing Post.
Click Yes to confirm that the print was successful or click No to discard the current reimbursement, as above.
How to Add an Expenditure
To add a Petty Cash Expenditure, select Add Expenditure.
Complete the Description and select Add Expense.
Complete the fields and click Save to complete the transaction, or Save & Next to add an additional line.
Once all of the transaction details have been entered, click Save to Save the transaction, or Save and Post if ready to Post the transaction.
Agree to the Confirmation.
Click Save in the pop up.
Petty Cash balance
The Petty Cash running account balance is shown at the top of the screen.
