To access this module, click Front Office Management ->Operations -> Petty Cash -> Sundry Payments.
The following screen opens up:
Transaction Type - Select an appropriate Transaction Type from the drop down:
Petty Cash Requisition:
NOTE: Use this to requisite cash that will be used for petty payments which will be authorized under Cash Requisitions.
Amount - Type in the amount for requisition that will be used to do the petty cash payments.
Payee - Provide the name of the payee.
Narration - Type in appropriate narration into the field (For example to describe what the requisition is for).
Reference - Type in appropriate reference into the field.
When done with the above, click the Update button to get the prompt below:
Petty Cash Payment (New Request):
NOTE: Use this to initiate a new cash payment transaction that will need to be authorized later under Payment Requests.
G/L Account - Click on the lookup icon to open an Emolument Type Lookup dialog box:
Account Type - Selecting G/L Account will automatically populate the Account Type box.
Payee - Provide the name of the payee.
Narration - Type in appropriate narration into the field (For example to describe what the requisition is for).
Reference - Type in appropriate reference into the field.
Applicable Charges Tab: Select the appropriate charges for that particular Petty Cash (New Request).
When done with the above, click the Update button to get the prompt below:
NOTE: A prompt will pop up. Accept or reject accordingly.
Click Yes to receive a second prompt to place a Petty Cash Payment (New Request):
NOTE: Clicking yes on this prompt places a request which will be approved / rejected at the Payment Requests submodule.
On successful completion you will get a pop-up message confirming that the operation was successful.
NOTE: The Petty Cash Payment (New Request) will be assigned a Voucher Number which will be used when making Petty Cash Payment (Authorized Request).
Petty Cash Payment (Authorized Request):
Voucher Number - Select an appropriate Transaction Type from the drop down:
NOTE: The data provided for Amount during Petty Cash Payment (New Request) will be used to populate the Amount box and Net Payable box for Petty Cash Payment (Authorized Requests).
Selecting Voucher Number will automatically populate the G/L Account, Account Type, G/L Account, Amount, Net Payable, Payee, Narration and Reference fields.
Attached charges will be viewed under the Charges & Levies tab at the bottom.
On successful completion you will get a pop-up message confirming that the operation was successful.
Petty Cash Payment (Authorized Request):
Voucher Number - Select an appropriate Transaction Type from the drop down:
NOTE: The data provided for Amount during Petty Cash Payment(New Request) will be used to populate the Amount box and Net Payable box for Petty Cash Payment(Authorized Requests).
Selecting Voucher Number will automatically populate the G/L Account, Account Type, G/L Account, Amount, Net Payable, Payee, Narration and Reference fields.
Attached charges will be viewed under the Charges & Levies tab at the bottom.
When done with the above, click the Update button to get the prompt below:
NOTE: A prompt will pop up. Accept or reject accordingly.
On successful completion you will get a pop up message confirming that the operation was successful.
NOTE: A prompt will pop up. Accept to Print or reject..
NOTE: A prompt will pop up. Accept to re-Print or reject..
Petty Cashier G/L Account Statement Tab:
There is a Petty Cashier G/L Account Statement Tab next to the Transaction tab which can be used to view payments done via that Petty Cash G/L Account.
Click on the tab to open the following tab:
Click Refresh button to load payments and use the filters; Start & End Dates and search filters next to them to search for a petty cash payment.
Use the print button to print a statement
NOTE: A prompt will pop up. Accept to Print or reject..