How do I submit a payment request to Petty Cash?
This article explains how to record Petty Cash expenditure in ExpensePlus, where you're making a purchase using actual cash from a Petty Cash tin.
In this article:
Petty Cash expenditure
Recording Petty Cash expenditure is different from submitting a payment request for other purchase types. As an actual Petty Cash tin exists, when you record the expenditure, actual cash will be removed from the tin.
Your Petty Cash tin may be managed by an individual with a central finance role, or it may be used on a self-service basis. Whatever your local arrangements, it is important that a receipt is recorded against the expenditure transaction, and the expenditure is approved by the appropriate budget holder.
The process flow for Petty Cash expenditure
If you have permission to record Petty Cash expenditure, you can record the purchase in the normal way. Note, however, that this is done in the Petty Cash module (as shown below), not via the Purchases screen.
The expenditure will then go through the first two stages of the normal flow of Receipt Checking > Approval. There is no payment stage for Petty Cash expenditure (as you have already paid from Petty Cash), and no bank matching requirement (as the cash withdrawal has already been recorded).
Recording a Petty Cash purchase
To record the expenditure, within the Petty Cash module, click on the relevant Petty Cash account, click 'Record Petty Cash Expenditure', then enter the purchase details in the usual way.
If you don't have permission to manage petty cash expenditure on your own, you will need to speak with a Finance Team user. They will be able to either record the expenditure for you or adjust your user permissions, depending on your organisation's policy and preferences.
In scenarios where you have money going out of your petty cash account but this isn't an expenditure (e.g. discovering donated cash is counterfeit), this should be recorded as negative income rather than expenditure. Please see this article for more details.
To help you better understand the Petty Cash module as a whole, please visit the module overview page here.