Advanced Petty Cash Management by LucidBrainz is a comprehensive employee cash advance and expense tracking system for Odoo 18. This powerful module enables organizations to efficiently manage petty cash allocation, track employee expenses, and maintain complete financial control across multiple branches. The system provides seamless journal integration, automated workflow management (Draft → Approved → Paid → Adjusted), real-time balance tracking, and comprehensive reporting. Perfect for businesses managing field employees, sales teams, travel expenses, office expenses, and day-to-day operational costs. Features employee-wise cash assignment, branch-based segregation, petty cash line item tracking, adjustment entries for reconciliation, and complete audit trails. Supports multiple payment journals (Bank, Cash, Customer Invoices) with dedicated petty cash accounts for each journal, ensuring accurate financial reporting and compliance!

• Journal-Level Petty Cash Integration: Enable petty cash functionality at journal level (Bank, Cash, Customer Invoices, Vendor Bills). Configure dedicated petty cash account for each journal. "Use Petty Cash" checkbox on journal form. Flexible account selection from existing chart of accounts. Seamless integration with existing accounting workflows.
• Employee-Wise Petty Cash Assignment: Assign petty cash to specific employees for operational expenses. Track individual employee balances in real-time. Support for multiple petty cash records per employee. Employee field with smart relationship to HR module. Automatic balance calculation based on approved amounts and expenses.
• Multi-Branch Support: Manage petty cash separately for each branch/location. Branch field on petty cash records for segregation. Branch-wise reporting and analysis. Perfect for multi-location businesses. Ensures proper cost allocation and accountability per branch.
• Complete State Workflow Management: Draft: Initial petty cash creation and configuration. Approved: Management approval for cash disbursement. Paid: Actual cash given to employee (balance updated). Adjusted: Final reconciliation and settlement. State-based access control and validations. Automated state transitions with proper authorization.
• Petty Cash Line Item Tracking: Detailed line items for each expense incurred by employee. Track expense date, description, amount, and category. Link expenses to expense sheets for reimbursement. Support for invoice payments through petty cash. Comprehensive expense history per petty cash record. Real-time balance updates as expenses are recorded.
• Real-Time Balance Management: Automatic balance calculation: Balance = Approved Amount - Total Expenses. Display current balance on petty cash form. Warning notifications when balance is low. Prevent over-spending beyond approved amount. Balance visible at all times for employees and managers. Historical balance tracking for audit purposes.
• Petty Cash Adjustment & Reconciliation: Separate "Petty Cash Adjustment" model for final settlement. Adjust excess or shortage amounts. Link adjustment to original petty cash record. Employee field for accountability. Adjustment amount field (positive for return, negative for additional advance). Complete audit trail of adjustments. Definition and history tabs for detailed tracking.
• Payment Date & Timeline Tracking: Payment date field to record when cash was disbursed. Track how long employee has held petty cash. Aging analysis for overdue settlements. Date validation and constraints. Payment history for each employee. Timeline view for expense tracking.
• Expense Sheet Integration: Link petty cash expenses to HR expense sheets. Automatic expense creation from petty cash lines. Support for invoice payment through petty cash. Expense category mapping. Reimbursement workflow integration. Sync with expense management module.
• Invoice Payment via Petty Cash: Pay vendor bills directly from petty cash. Pay customer refunds using petty cash. Link invoice payments to petty cash records. Automatic balance deduction on payment. Payment wizards for easy processing. Complete invoice payment history.
• Definition & History Tabs: Definition tab: Configure petty cash type, employee, branch, amount. History tab: Complete audit trail of all transactions. Track who created, approved, paid, and adjusted. Timestamp for every state change. Activity log for compliance and auditing. Detailed transaction history.
• Communication & Activity Tracking: Built-in chatter for team communication. "Send message" and "Log note" buttons. Activity scheduling for follow-ups. Tag team members in discussions. Email notifications for state changes. Collaborative expense management. Document attachments support.
• Petty Cash Types: Configure different petty cash types (Travel, Office, Emergency, etc.). Type-wise tracking and reporting. Custom types per company requirements. Type selection on petty cash form. Categorization for better analysis. Type-based approval workflows.
• Security & Access Control: Role-based permissions (User, Manager). User group: Basic petty cash operations. Manager group: Approval and adjustment permissions. Field-level access control based on states. Separate permissions for create, read, update, delete. Audit log for all operations.
• Advanced Search & Filters: Search petty cash by employee, branch, type. Filter by state (Draft, Approved, Paid, Adjusted). Date range filters. Amount range filters. Custom saved filters. Group by employee, branch, or state. Export to Excel/PDF functionality.
• Reporting & Analytics: Employee-wise expense reports. Branch-wise petty cash summary. Type-wise expense analysis. Outstanding balance reports. Settlement status tracking. Trend analysis over time. Graphical dashboards. Pivot views for custom analysis.
• Configuration & Customization: Configure petty cash accounts per journal. Define petty cash types per company. Set approval limits and workflows. Custom fields support. Flexible configuration options. Company-specific settings. Easy setup and deployment.