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
• For detailed instructions on how to setup the needed Maintenance Module, the user may visit the following Job Aid pages:
  1. Chart of Accounts Aids
  2. Supplier Aids
  3. Tax Aids

Petty Cash Record List

File:Petty Cash Record List.png

Petty Cash Record List

Adding Petty Cash

File:Adding Petty Cash.png

Adding Petty Cash

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

• For detailed steps on how to add a Petty Cash, you can visit the Petty Cash Job Aids which can be found here

Editing Petty Cash

File:Editing Petty Cash.png

Editing Petty Cash

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.

• For detailed steps on how to edit a Petty Cash, you can visit the Petty Cash Job Aids which can be found here

Petty Cash Options

File:Petty Cash Options.png

Petty Cash Options

• For detailed steps on how to Export and Import a Petty Cash, you can visit the Petty Cash Job Aids which can be found here

Petty Cash Importing Option

File:Petty Cash Importing Option.png

Petty Cash Importing Option

• For detailed steps on how to Import a Petty Cash, you can visit the Petty Cash Job Aids which can be found here

Petty Cash Record Options

File:Petty Cash Record Option.png

Petty Cash Record Option

Notes:

• 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.

• For detailed steps on how to View, Edit, Print and Cancel a Petty Cash, you can visit the Petty Cash Job Aids which can be found here

Petty Cash View Record

File:Petty Cash View Record.png

Petty Cash View Record

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

• For detailed steps on how to view a Petty Cash, you can visit the Petty Cash Job Aids which can be found here