This is a step-by-step guide for how to record petty cash transactions in the Cash Management System.

1. Petty Cash Management
How to Record Transactions

2. Introduction
 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.

3. Petty Cash Transaction Logs
Where Daily Transactions are Stored

4. Step 1: Launch the System

5. Step 2: Navigate to the Petty Cash Module*
* If the module doesn’t open by default.

6. Step 3: Create a New Transaction Log*
* This is the only option if there are no open transaction logs.

7. Step 4: Click the Create Period Button if There are No Open Periods

8. 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.

9. Step 6: Link to the Scanned Deposit Document*
Click on the File
Locator Button
* Canceled check, ATM receipt, for example.

10. Step 7: Link to the Scanned Deposit Document*
(a) Navigate
to the
Scanned
Image
(b) Select the Scanned Image
(c) Click the OK Button
* Canceled check, ATM receipt, for example.

11. Step 8: Verify the Path to the Scanned Image is in the Source Document Field
The Link Will Appear
In the Source Document
Field

12. Step 9: Choose Create New Transaction if Desired

13. Step 10: Click the Finish Button

14. If You Chose to Create a New Transaction You Will See This Screen

15. Otherwise You Will See the New Transaction Log*
* In Details (Tabular) View.

16. Record Daily Transactions

17. Method 1: Use Form View

18. Step 1: Click the Form View Button

19. Form View: The Easiest View for Recording Transactions*
* All of the fields are visible at the same time in Form View.

20. 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.

21. Step 3: Create the Cash Out Voucher
(a) Click the Create Cash Out Voucher Button
The Create
Cash Out
Voucher
Button

22. (b) The Cash Out Voucher Is Displayed in Print Preview Mode

23. (c) Click the Export to PDF or XPS Button to Save the Cash Out Voucher*
* The export button is located on the Ribbon.

24. (d) Give the Cash Out Voucher a Name
(e) Click the Publish Button
The File Name Field
The Publish Button

25. (f) Click the Close Print Preview Button

26. Step 4: Link to the Cash Out Voucher
(a) Click the Link to Cash Out Voucher Button
The Link to
Cash Out
Voucher
Button

27. (b) Navigate to and Select the Cash Out Voucher
(c) Click the OK Button
Navigation
Box
The OK Button

28. The Cash Out Voucher Link

29. 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.

30. Step 6: Review the Completed Transaction

31. Method 2: Use the Wizard

32. Step 1: Launch the Create New Transaction Wizard*
* The Create New Transaction Wizard button is available in both Details and Form View.

33. 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.

34. Step 3: Create, Save, and Link the Cash Out Voucher*
Link
Create
* Follow steps 3-4 in the Form View instructions.

35. The Cash Out Voucher Link

36. Step 4: Click Finish to Record the Expense Later*
* When it is incurred, either on the same day or at a later date.

37. Or…

38. Step 4: Click the Next Step Button to Record the Expense Now

39. Step 5: Record the Expense Details Including the Expense Document*
Link
Create
* 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.

40. The Expense Voucher

41. Step 6: Click the Next Step Button

42. Step 7:Review the Transaction Details

43. Step 8: Click the Finish Button to Complete the Wizard*
* Click the Cancel button if you wish to not create the new transaction.

44. Step 9: Review the Completed Transaction

45. Repeat the Previous Steps For Each Transaction
Create New
Transaction
Save &
Review the Record Cash
Completed Out Details
Transaction
Scan/Create
Create &
& Link
Link
Expense
Voucher
Document
Record
Expense
Details

46. 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

47. 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.

48. Contact Information
David Olson
E-Mail: David.Olson@DavidRobertsOlson.com
Phone: +66 86 924-8482
Skype: DavidRobertsOlson
All original content copyright © 2013 by David Roberts Olson. All rights reserved.