Request Submission

Employees submit petty cash requests through a simple form in Odoo. The system ensures all necessary information is captured before submission.

Division Head Approval

The system automatically routes the request to the Division Head for first-level approval. Email notifications and in-app alerts ensure timely review.

CFO Final Approval

After Division Head approval, the CFO reviews for final authorization. Upon approval, the system automatically creates accounting entries.

Payment Processing

The Treasury or Payable Officer processes the actual payment to the requester. The system tracks payment status and updates division float balances.

🔧 How to Set Up:

1. Go to Settings → Users & Companies → Groups
2. Find the Petty Cash groups:
   • Petty Cash User: Regular employees who submit requests
   • Petty Cash Division Head: Department managers who approve first
   • Petty Cash CFO: CFO who provides final approval
   • Petty Cash Treasury: Officers who process payments
3. Click each group and add appropriate users to the "Users" tab
4. Ensure each division has at least one Division Head assigned

🔧 How to Set Up:

1. Go to Settings → Companies → Companies
2. Select your company and click on the Petty Cash tab
3. Configure the following accounts:
   • Petty Cash Account: Select your cash account (e.g., "1010 - Petty Cash on Hand")
   • Default Expense Account: Select default expense account (e.g., "5100 - Office Expenses")
   • Petty Cash Journal: Select your cash journal (e.g., "Cash Journal")
4. Click Save

🔧 How to Set Up:

1. Go to Accounting → Configuration → Analytic Accounts
2. Create or edit your divisions (e.g., "Sales Division", "IT Division", "HR Division")
3. For each division, set the Manager field to the user who will be the Division Head
4. Ensure the plan is set to "Division" for proper filtering
5. Save each division

🔧 How to Use:

1. Go to Petty Cash → Requests → Create
2. Fill in the form:
   • Amount: Enter amount (max 10,000)
   • Division: Select your division from dropdown
   • Expense Budget Code: Enter your budget code
   • Purpose: Describe what the money is for
   • Supporting Documents: Upload receipts, invoices, etc.
3. Click Submit to send to Division Head
4. You'll receive email notification when approved/rejected

🔧 How to Approve:

1. Division Head:
   • Open the request from your notifications or Petty Cash menu
   • Review all details and documents
   • Click "Approve (Division)" to forward to CFO
   • OR click "Reject" if not approved
2. CFO:
   • Review Division Head's approval
   • Click "Approve (CFO)" - This automatically creates the journal entry!
   • Request moves to "Payment Processing" status

🔧 How to Use:

1. Go to Petty Cash → Division Float
2. View all divisions and their current float balances
3. Click on any division to see:
   • All paid petty cash requests
   • Total amount spent
   • Monthly statistics
   • Transaction history
4. Use filters to analyze spending patterns

🔧 How to View:

1. Open any approved petty cash request
2. Click the "Journal Entry" button in the top-right
3. View the automatically created entry:
   • Debit: Expense Account (from company settings)
   • Credit: Petty Cash Account (from company settings)
   • Analytic Account: Division (for budget tracking)
   • Reference: Petty cash request number
4. Entry is already posted - no manual posting required!

🔧 How to Process:

1. Go to Petty Cash → Requests
2. Filter by "Payment Processing" status
3. Review approved requests in batches (grouped by division)
4. Process actual payment (bank transfer, cash, etc.)
5. Open the request and click "Process Payment"
6. System automatically:
   • Updates division float balance
   • Marks request as "Paid"
   • Records payment in GL
   • Notifies requester