Viewing Expense Categories in Petty Cash

Navigate to Petty Cash > Configuration > Expense Categories to view the list of predefined categories. You will notice that several expense categories are already created for immediate use.

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Configuring Spend Policies in Petty Cash

Within the Configuration menu, the Spend Policies section allows you to define spending limits for specific policies. Here, the limits have been configured to control and manage expenses effectively according to organizational guidelines.

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Creating a Fund Record in Petty Cash

Navigate to the Funds menu from the menubar and create a new fund record. Enter the required details such as name, code, currency, fund custodian, along with configurations for accounting, limits & alerts, and the approval matrix, as illustrated in the attached image.

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Creating a Petty Cash Voucher

Create a new voucher by selecting the fund, employee, date, expense category, and entering the amount. Once all details are filled in, simply save the voucher to record the transaction.

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Voucher Submission and Approval Tracking

After submitting the voucher and completing the approval process, the approver details are displayed accurately along with aging information. The voucher status is also updated simultaneously to reflect its approved state.

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Adding Physical count

Here we added physical balance as 120$ as an example along with the option to set the last physical count date. This information is used to calculate and display the expected versus actual variance on the dashboard.

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Processing Replenishment and Generating Journal Entry

Click on Request Replenishment and enter the fund, date, and amount. After saving, submit the request for approval and proceed to post it. Once completed, a corresponding journal entry is automatically created, as shown in the image.

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Petty Cash Dashboard Overview

Petty cash Dashboard providing a real-time summary of financial activities. It displays key metrics such as total cash, available balance, monthly spent amount, and draft vouchers, along with operational status indicators like active replenishments, unreconciled payments, cancelled vouchers, and variance. The dashboard also highlights alerts for critical funds and missing receipts to support better financial control and monitoring.

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Voucher Validation Error Due to Policy Limit

This screenshot shows a validation error encountered while creating a petty cash voucher. The system restricts the voucher amount as per the configured spend policy, and in this case, the entered amount exceeds the allowed maximum limit of $500, preventing the voucher from being submitted.

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Validation error due to daily spend limit per employee

This validation error ensures The employee has exceeded their allowed daily spending limit, so the transaction cannot be processed.

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Petty Cash Aging Report

This report is generated from the vouchers list view and provides an overview of petty cash transactions categorized by their aging period.

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Export Petty Cash Report (Excel/CSV)

You can also export the petty cash report in Excel or CSV format directly from the action menu in the vouchers list view.

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Assign User Group

A user group has been assigned to the demo user to define access rights and permissions within the system.

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Restricted Voucher Permissions

With the assigned access rights, the demo user can create and submit vouchers but cannot approve them, as approval is limited to the manager group. This group also restricts access to the configuration menu and prevents the user from creating fund records.

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