Petty Cash Management - How To Record Transactions
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Transcript of Petty Cash Management - How To Record Transactions
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: [email protected]
Phone: +66 86 924-8482
Skype: DavidRobertsOlson
All original content copyright © 2013 by David Roberts Olson. All rights reserved.
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