Petty Cash

Financials | Petty Cash Aids | Payment Voucher

Petty Cash

Allows the user to create a petty cash for paying expenses.

Requirements before using Petty Cash

• The user should setup the following Maintenance Module in order to proceed on using the Petty Cash
  1. Chart of Account
  2. Supplier
  3. Tax

Petty Cash Record List

Adding Petty Cash

1. Go to Financials then click Petty Cash
2. Click Add Petty Cash Button
3. Fill up the necessary Fields on the Petty Cash Header
4. Fill up the necessary Fields on the Accounting Details Section below the Petty Cash Header then Click Save.

Field	Description	Expected Values
1.Petty Cash Voucher	•Auto Generated Petty Cash reference number upon creation	•Alphanumeric (Auto-Generated)
2.Payee	•Name of Payee	•Suppliers List from Supplier Maintenance Module
3.Document Date	•Date when the transaction was created	•Date
4.Credit Account	•Account to be charged for credit on the transaction	•Account list in the Chart of Accounts Maintenance Module
5.Notes	•Other Remarks on the Transaction	•Alphanumeric
6.Transaction Date	•Date of Transaction	•Date
7.Supplier	•Name of Supplier	•Supplier List in the Supplier Maintenance Module
8.Account	•Account to be charged on the transaction	•Account list in the Chart of Accounts Maintenance Module
9.Price	•Price to be paid in the transaction	•Amount/Number
10.Tax	•Type of Tax to be applied on the Transaction	•Tax List provided in the Tax Maintenance Module
11.Amount	•Total amount in the transaction line on each account	•Number

Notes:

• Account should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Chart of Account Maintenance Module.
• Supplier/Payee should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Supplier Maintenance Module
• Tax should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Tax Maintenance Module

Viewing Petty Cash

1. Go to Financials then click Petty Cash
2. Select the Petty Cash that needs to view its details. Click the drop-down arrow then click View
3. The user has an option to Edit the Petty Cash record upon viewing it

Editing Petty Cash

1. Go to Financials then click Petty Cash
2. Select the Petty Cash that needs an update. Click the drop-down arrow then click Edit
3. Update the necessary fields then click Save to finish.

Field	Description	Expected Values
1.Petty Cash Voucher	•Auto Generated Petty Cash reference number upon creation	•Alphanumeric (Auto-Generated)
2.Payee	•Name of Payee	•Suppliers List from Supplier Maintenance Module
3.Document Date	•Date when the transaction was created	•Date
4.Credit Account	•Account to be charged for credit on the transaction	•Account list in the Chart of Accounts Maintenance Module
5.Notes	•Other Remarks on the Transaction	•Alphanumeric
6.Transaction Date	•Date of Transaction	•Date
7.Supplier	•Name of Supplier	•Supplier List in the Supplier Maintenance Module
8.Account	•Account to be charged on the transaction	•Account list in the Chart of Accounts Maintenance Module
9.Price	•Price to be paid in the transaction	•Amount/Number
10.Tax	•Type of Tax to be applied on the Transaction	•Tax List provided in the Tax Maintenance Module
11.Amount	•Total amount in the transaction line on each account	•Number

Notes:

• Supplier/Payee should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Supplier Maintenance Module
  • Past Transactions with INACTIVE status prior to its deactivation can still be used.
• Tax should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Tax Maintenance Module
  • Past Transactions with INACTIVE status prior to its deactivation can still be used.
• Account should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Chart of Account Maintenance Module.
• The user can only edit the Petty Cash Transaction if it is still in UNPAID status.
  • The user must Unpost and cancel the Payment Voucher first in order to edit the Petty Cash Record.
• The Petty Cash will change its status to PAID if it is paid under Payment Voucher.

Printing Petty Cash

1. Click Financials then click Petty Cash
2. Select the Petty Cash that needs to print its details. Click the Drop-down Arrow then press Print.

Cancelling Petty Cash

Petty Cash can be canceled in two ways:

• Using drop-down arrow of a record can be used in single record cancellation

• Using Cancel Button for cancelling multiple records

Importing and Exporting Petty Cash

1. Under Petty Cash Screen, Click Options

2. Under Options, The user may Export or Import The Record

• When Exporting the records, the user may also use the filter options such as Date Filter, Search Bar and Source filter for precise searching and exporting of records.

• When Importing the records, the user should follow the following steps provided in the Importing Petty Cash Screen such as
  • Downloading the template link provided under Step 1.
  • Filling up the information needed for each columns of the template
  • Uploading the updated Template

Import Data Dictionary of Petty Cash Voucher

Field	Description of Data Output	Allowed Inputs	Input Restrictions	Required (Y/N)
1.Document No.	Manual Entry of Document no of Journal Voucher	*Numeric	*Other characters not mentioned in the allowed Inputs	Y
2.Payee	Name of Payee	*Supplier Code provided in Supplier Maintenance Module	*Any inputs not mentioned in the allowed inputs	Y
3.Document Date	Manual Entry of the Document Date when the transaction was created	*Numeric *Dash "-" *Backslash "\"	*Other special characters not mentioned	Y
4.Credit Account	Account to be charged for credit on the transaction	*Account Code provided in Chart of Account Maintenance Module	*Any inputs not mentioned in the allowed inputs	Y
5.Notes	Other Remarks on the Transaction	*Alphanumeric *Special Characters	*None	N
6.Transaction Date	Date of Transaction	*Numeric *Dash "-" *Backslash "\"	*Other special characters not mentioned	Y
7.Supplier Code	Supplier Code of the Supplier	*Supplier Code provided in Supplier Maintenance Module	*Any inputs not mentioned in the allowed inputs	Y
8.Account Code	Account to be charged on the transaction	*Account Code provided in Chart of Account Maintenance Module	*Any inputs not mentioned in the allowed inputs	Y
9.Price	Price to be paid in the transaction	*Numeric	*Any input except Numeric	Y
10.Tax Code	Type of Tax to be applied on the Transaction	*Tax Code provided in Tax Maintenance Module	*Any inputs not mentioned in the allowed inputs	N

Petty Cash Record Options

Actions Available base on Petty Cash Record Status

Status	View	Edit	Print	Cancel
UNPAID	☑	☑	☑	☑
PAID	☑		☑
CANCELLED	☑		☑

Notes:

• The user can Edit the Petty Cash Record while viewing
  • The user can only edit it while the status of the Petty Cash is UNPAID
• The Record will change its status from UNPAID to PAID ones the petty cash payment in Payment Voucher is POSTED
• Petty Cash can only be cancelled if it is still on UNPAID Status.
  • The user must Unpost and cancel the Payment Voucher first in order to cancel the Petty Cash Record.