Security Groups

Access to petty cash features is managed through role-based security groups, where Users can submit petty cash voucher requests, Cashiers can approve and pay vouchers for their assigned funds, and Managers have full access to all petty cash operations and configurations.

Petty Cash Dashboard

The Petty Cash Dashboard provides a real-time overview of all petty cash funds, including the total float assigned to each fund, the available balance, and the amount spent during the current month. It also highlights operational status such as draft vouchers, pending replenishment requests, unreconciled vouchers, funds with low balances, vouchers missing receipts, and the total variance between expected and actual cash balances.

Active Funds

List of all Active Funds

Draft Vouchers

List of all Draft Vouchers

Replenishments

List of all fund replenishments

Unreconciled Vouchers

List of all unreconciled vouchers

Critical Funds

List of all funds with low balance

Missing Receipts

List of all vouchers with missing receipts

Petty Cash Menu

Navigate to Accounting → Petty Cash to access all petty cash features.

Funds Configuration

Navigate to Accounting → Petty Cash → Funds Configuration to configure petty cash funds.

Policy Configuration

Navigate to Accounting → Petty Cash → Policies to configure fund policies.
These policies automatically enforce the configured rules when a user submits an expense voucher, such as blocking transactions that exceed the maximum allowed amount or requiring additional approvals based on the defined approval rules.

Require expense receipts for amounts exceeding the specified limit.

Voucher requests are limited to the selected expense account.

Approval Rule Configuration

Navigate to Accounting → Petty Cash → Approval Matrix to configure approval rules.
Define approval thresholds for specific amount ranges, enabling automatic approvals or requiring approval from designated approver groups for policy violations.

Voucher Request

Navigate to Accounting → Petty Cash → My Voucher to create a new voucher request.
Set up the expense voucher by selecting the required fund, expense account, and product details, then click on “Submit for Approval” to send it for approval.

Voucher request mail sent to manager/ cashier and Policy violation is looged if applicable.

Voucher Approval

Manager/Cashier can View, approve and pay the voucher request.

Once approved, the voucher status changes to “Approved” and an email notification is sent to the user. Click on “Mark as Paid” to process the voucher payment.

Reconcile the paid voucher to automatically create the related journal entry, with all details stored in the record for tracking and audit purposes.

Enter the receipt amount for the voucher. If it is less than the payable amount, a variance journal entry is created for the difference; otherwise, the full amount is journalized and reconciled.

Voucher state changes to “Reconciled” and a journal entry is created for the voucher.

Replenishment Configuration

Navigate to Accounting → Petty Cash → All Replenishments and click “New” to create a new replenishment request.

Once submitted, an email is sent to the approver. Click on “Approve” to approve the request.

After approval, the state changes to “Approved”. Click on "Create Journal Entry" to create a journal entry for the replenishment.

Journal Entry created. Click on “Mark as Done” to complete the replenishment.

State changes to “Done” and replenishment journal entry created.

Funds Monitoring

Navigate to Accounting → Petty Cash → Fund Monitoring to view the fund utilisation and related information.

Critical Funds

Navigate to Accounting → Petty Cash → Critical Funds to view the Funds with low balance.

Aging Analysis

Navigate to Accounting → Petty Cash → Aging Analysis to print reports for Overdue vouchers in PDF and Excel formats.

PDF Format

Excel Format

Aging Summary

Navigate to Accounting → Petty Cash → Aging Summary to print Overdue vouchers details in PDF Format .

PDF Format