User Guide: Petty Cash Screen

Overview:

Petty cash screen streamlines the process of creating and managing petty cash payments, making it easier for users to maintain accurate records of small expenses.

1. Feilds

• Transaction Date: This column displays the date when the petty cash transaction occurred. It helps in sorting and identifying transactions based on their date.
• Document Code: The document code is a unique identifier or reference number assigned to each petty cash transaction. It helps in quickly referencing and tracking specific transactions.
• Account: This column represents the petty cash account from which the expenses are being paid.
• Descriptive Title: It offers clarity about what the transaction is for.
• Amount: This column displays the total amount involved in each petty cash transaction.
• Status: The status column indicates the current state of the transaction. It has values like posted, live, cancelled, saved statuses to track the progress of the transaction.
• Other Actions: This column contains action buttons that allow users to perform various actions on the transaction, such as viewing more details, editing, approving, cancelling, or printing related documents.

2. Filters:

• Date Range: Users can apply a date range filter to limit the display of petty cash transactions to a specific time frame. For example, they can choose to see transactions within the last week, month, or a custom date range.
• Status: This filter allows users to filter transactions based on their status. They can choose to view transactions that are pending, approved, cancelled, or any other relevant status.
• Receipt Mode: The receipt mode filter may be used to categorize transactions based on how receipts or documentation are handled. For instance, users can filter transactions where receipts are provided electronically or in physical form.

Creating a New Petty Cash

Step by step process

1. Access Petty cash Screen:

• Click on ‘Petty cash’ from the Menu.
• Press the ‘New petty cash’ button on the top right of the screen.

2. Enter Transaction Details:

Start by entering the essential transaction details, which typically include:

• Transaction Date: Select or enter the date of the petty cash transaction.
• Petty Cash Account: Choose the appropriate petty cash account from a list of predefined accounts.

3. Proceed to Expense Entry:

· After entering the transaction details, click on the "Proceed" button to continue.

4. Expense Entry:

In this step, you will enter the details of the expense for which the payment is being made. The fields to complete may include:

• Expense Account: Select the account associated with the expense.
• Supplier Name: Choose the supplier from a list or enter their name.
• Date: Specify the date of the expense.
• Reference Number: Enter a reference or receipt number for the expense.
• Quantity: Input the quantity of items purchased, if applicable.
• Description: Provide a description of the expense, which can be helpful for tracking.
• Price: Enter the price or unit cost.
• Tax Value: If applicable, input the tax amount associated with the expense.

5. Save Individual Entry:

· After entering the expense details, click the "Save" " button to save the individual expense entry.

6. Provide Additional Description (Optional):

· If there is additional information or notes related to the petty cash transaction, user can provide a description in a designated field.

7.Save Entire Transaction:

· Finally, once all individual expense entries are added, click the "Save" button to save the entire petty cash transaction.