Petty Cash Management How to Record Transactions

This presentation shows you how to record petty cash transactions in the Cash Management System.

See the Introduction in the Library for an introduction into Petty Cash Management and an overview of how to set up your petty cash system.

This walkthrough assumes that the initial process setup has already been completed.

See How to Manage Logs and Transactions in the Library for step-by-step instructions for how to manage logs and transactions.

See How to Perform a Reconciliation in the Library for step-by-step instructions for how to perform a reconciliation.

Introduction

Petty Cash Transaction Logs Where Daily Transactions are Stored

Step 1: Launch the System

Step 2: Navigate to the Petty Cash Module*

* If the module doesn’t open by default.

Step 3: Create a New Transaction Log*

* This is the only option if there are no open transaction logs.

Step 4: Click the Create Period Button if There are No Open Periods

Step 5: Select a Period for the New Log (e.g., February)*

* If you created a period then that period will automatically appear in the Select Period drop-down box.

Step 6: Link to the Scanned Deposit Document*

* Canceled check, ATM receipt, for example.

Click on the File Locator Button

Step 7: Link to the Scanned Deposit Document*

* Canceled check, ATM receipt, for example.

(a) Navigate to the

Scanned Image

(b) Select the Scanned Image

(c) Click the OK Button

Step 8: Verify the Path to the Scanned Image is in the Source Document Field

The Link Will Appear In the Source Document

Field

Step 9: Choose Create New Transaction if Desired

Step 10: Click the Finish Button

If You Chose to Create a New Transaction You Will See This Screen

Otherwise You Will See the New Transaction Log*

* In Details (Tabular) View.

Record Daily Transactions

Method 1: Use Form View

Step 1: Click the Form View Button

Form View: The Easiest View for Recording Transactions*

* All of the fields are visible at the same time in Form View.

Step 2: Record the Cash Out Details*

* Cash out may be an advance to a staff member and the actual expense may be incurred at a later date.

Step 3: Create the Cash Out Voucher (a) Click the Create Cash Out Voucher Button

The Create Cash Out Voucher Button

(b) The Cash Out Voucher Is Displayed in Print Preview Mode

(c) Click the Export to PDF or XPS Button to Save the Cash Out Voucher*

* The export button is located on the Ribbon.

(d) Give the Cash Out Voucher a Name (e) Click the Publish Button

The File Name Field

The Publish Button

(f) Click the Close Print Preview Button

Step 4: Link to the Cash Out Voucher (a) Click the Link to Cash Out Voucher Button

The Link to Cash Out Voucher Button

(b) Navigate to and Select the Cash Out Voucher (c) Click the OK Button

Navigation Box

The OK Button

The Cash Out Voucher Link

Step 5: Record the Expense Details (Including Link to the Expense Document*)

* The steps for creating and linking expense documents are the same as steps 3-4 above.

Step 6: Review the Completed Transaction

Method 2: Use the Wizard

Step 1: Launch the Create New Transaction Wizard*

* The Create New Transaction Wizard button is available in both Details and Form View.

Step 2: Record the Cash Out Details*

* Cash out may be an advance to a staff member and the actual expense may be incurred at a later date.

Step 3: Create, Save, and Link the Cash Out Voucher*

Create

Link

* Follow steps 3-4 in the Form View instructions.

The Cash Out Voucher Link

Step 4: Click Finish to Record the Expense Later*

* When it is incurred, either on the same day or at a later date.

Or…

Step 4: Click the Next Step Button to Record the Expense Now

Step 5: Record the Expense Details Including the Expense Document*

Create

Link

* Scan, upload, and link the receipt or create the expense voucher if there is no receipt; follow steps 3a-f in the Form View instructions.

The Expense Voucher

Step 6: Click the Next Step Button

Step 7:Review the Transaction Details

Step 8: Click the Finish Button to Complete the Wizard*

* Click the Cancel button if you wish to not create the new transaction.

Step 9: Review the Completed Transaction

Repeat the Previous Steps For Each Transaction

Create New

Transaction

Record Cash

Out Details

Create &

Link

Voucher

Record

Expense

Details

Scan/Create

& Link

Expense

Document

Save &

Review the

Completed

Transaction

Petty Cash Management Guides

Introductions ◦ Introduction to Petty Cash

◦ Introduction to the Petty Cash Management Module

Deep Dives ◦ Module Navigation

◦ How to Record Transactions

◦ How to Manage Logs and Transactions

◦ How to Perform a Reconciliation

◦ The Guide to Viewing and Understanding Reports

Library Home

Summary

There are two steps that are required to create petty cash transactions:

1. Create a Monthly Transaction Log

1. Launch the system.

2. If there are no open transaction logs then the system will only provide an option for creating a new one.

3. Select a period (i.e., a month) for the new transaction log. If there are no open periods the create a new one.

4. Verify the default beginning balance is accurate.

5. Repeat steps 1-4 each month.

2. Create Daily Transactions Within a Transaction Log

1. Use either Details or Form view on the Petty Cash Management page or use the wizard to create new transactions.

2. Record the cash out details; create the cash out voucher and link it to the transaction.

3. Record the expense details; scan the receipt or, if it is missing, create an expense voucher. Link either one to the expense details.

4. Verify the transaction.

5. Repeat steps 1-4 for each transaction.

David Olson

E-Mail: David.Olson@DavidRobertsOlson.com

Phone: +66 86 924-8482

Skype: DavidRobertsOlson

All original content copyright © 2013 by David Roberts Olson. All rights reserved.

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