In this module you can do the following functions:
Refund to petty cash to pay miscellaneous expenses.
Register the payments to the invoice provider or a diverse charge.
Consult accounting for payment and petty cash reports.
They are run by people of different roles, but you can learn everything about this new module in this article.
Workflow
How to use it?
Preconditions: have petty cash set up that is related to the cashier (see the Settings section below).
To use petty cash you need to have an available balance. In the new Petty cash refund function, record the amount available as shown in the video below.
3. The operator is ready to record payments of expenses or invoices.
Follow the steps to record the payment of a supplier invoice in the video below.
4. To register an expense payment, first configure the expenses by adding their type: petty cash (Follow the steps in point 3 of Settings).
Follow the steps to record the payment of an expense in the video below.
What you should know?
Settings
In the Cashbook function, set up the petty cash for expenses.
Important note
"We suggest creating an accounting account
to better control movements for each petty cash."
In the Cashier function, set up the cash operator and relate the petty cash. You must have a username and choose any type of operator (see the video).
If you do those configurations you are ready to use this module. Go back to step 2 of How to use it? section.
3. In the Diverse Charges function, configure the expenses by adding the Petty Cash type. See the video to know how to set up an expense.
If you do this configuration you are ready to register the payment of an expense. Go back to step 4 of How to use it? section.
Important rules
1.Cashbook
We suggest creating an accounting account to better control movements for each petty cash.
It is not possible to inactivate petty cash with draft status.
2. Cashier
It is only allowed to associate one operator with single petty cash.
3. Petty cash refund
It is required to have the bank account set up to register the transfer of the fund to petty cash.
The default payment rule is Check.
There is no function to cancel a refund, validate the data before doing so.
A new refund creates a new sequence to handle and control transactions. You can check all the transactions in the Expense journal function.
The ending balance of the previous sequence is calculated to define the beginning balance of the new sequence.
balance + inputs - outputs
4. Expense journal
Can filter information by Petty cash, Operator, Date range, sequence.
The date range filter considers the Opening date.
The record display all movements or transactions
5. Petty cash payment
Partial payments to invoices are not allowed.
Amount field only allows amounts greater than zero.
You have access to go to the Apply credit note function.
Additionals functions
On each option:
Petty cash refund - Check the accounting of the transfer.
2. Expense journal - You can filter the information by petty cash, operator, date range, or sequence. And print the report with all movements, see the next video.
You will see it like this.
Relates options
Payment Provider
You can cancel a petty cash payment.
Consult the accounting entry of the payment to expense.
Check the accounting entry of payment to invoice.
Relates reports
Warnings
Message: Only a positive number is allowed.
Where: Petty cash payment / Amount field.
When: Mandatory field when selecting expenses.
Why: Need the amount of the expense.
Action: Fill in.
2. Message: The user does not have a permit from the operator.
Where: Petty cash payment.
When: Process Payment (gear button).
Why: the user is not a petty cash operator.
Action: Ask your system administrator for permission.
We are excited to enhance the experience at Cirrus. We appreciate you sharing this information and asking for help if you need it.
Date: August 2, 2021