Inventory & Revenue Management
Cash Purchases: Guide
Everything about cash purchases in one place: what they are, how to record and approve them, how to search for them, how to fix mistakes, and answers to common questions.
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About
Cash purchases let you record petty cash spent during day-to-day operations, so you have a clear record of how cash is used and your stock and financial records stay up to date.
What a cash purchase does
Inventory Management
Records stock bought outside the normal supplier order process. Stock levels go up straight away, so service isn't disrupted.
Revenue Management
Tracks cash taken from the site, so it's properly accounted for. Link the purchase to a petty cash reporting product, or straight to an inventory product.
Cash purchase states
Preparation
Created and can still be edited.
Approved
Approved, and the cash and stock movements have happened.
Completed
The period it falls in is complete. Only if you use periods.
Reporting
Setting up
Ready to start?
Go to the Create & approve tab.
Create & approve
Record what was bought with petty cash, attach the receipt and approve it.
When it's approved
Inventory Management
Stock on hand goes up for any inventory products in it.
Revenue Management
The cash is taken off the account it was paid from, or off the till's expected cash for the cash up.
Using cash ups?
With Revenue Management, enter cash purchases before you complete the cash up.
Steps
1
Start a new cash purchase
Go to Inventory Management > Cash Purchases and select New Cash Purchase.
2
Fill in the details
The location in the site the cash purchase is for.
A description of the cash purchase.
A reference, if there is one.
When the cash purchase was made.
3
Using Revenue Management?
If you don't use Revenue Management and cash ups, go to the next step. Otherwise, check where the cash came from:
Where did the cash come from?
Already recorded at the POS
Set Cash Purchase From to Back Office. The cash purchase is matched against the petty cash recorded at the POS.
Paid From Account should be the account the POS petty cash goes into when the cash up is approved.
Taken from a till, not recorded
Set Cash Purchase From to Till, and choose the Till the cash was taken from. Pay With shows the payment method used.
4
Add the items
Select New Cash Purchase Item and fill in the new row. Repeat for each item.
The product bought.
For inventory products, the quantity bought.
The tax code.
The total paid, including tax.
Why it was bought with petty cash, if you want to record it.
5
Attach the receipt (optional)
In the Upload File section, fill in:
The file manager folder to save it in.
A title for the file. We recommend the cash purchase reference.
Any tags to add to the file.
Then select Choose File, pick the file and select Upload.
6
Approve it
Select Approve. If you're not ready, select Save Cash Purchase to keep it in Preparation and approve it later.
The cash purchase is Approved, and stock or cash is updated as shown at the top of this tab.
Search
Find cash purchases by date, state, description or reference.
Shown straight away
When you open Inventory Management > Cash Purchases, cash purchases waiting for approval with a purchase date in the last 30 days are already listed.
Searching
Use any of these filters in the Search panel at the top, then select SEARCH:
Cash purchases with a purchase date in this range.
Cash purchases currently in these states.
All or part of a description.
All or part of a reference.
What's shown
The cash purchase's current state.
The cash purchase's description.
The cash purchase's reference.
When the cash purchase was made.
The total cash spent.
Roll back
Undo an approval so the cash purchase can be corrected. It goes back from Approved to Preparation.
You can only roll back a cash purchase if
You have the rights
Your user role must allow it. Find out how user role rights work.
It's Approved
A Completed cash purchase can't be rolled back.
Its period is open
If you use periods, the cash purchase must be in an open period.
The till isn't cashed up
If the cash was taken from a till, that till's cash up must still be Pending.
Steps
1
Go to Inventory Management > Cash Purchases, find the cash purchase and select Edit.
2
Select Unapprove and confirm.
The cash purchase is back in Preparation and can be edited.
Delete
Remove a cash purchase you no longer need.
You can only delete a cash purchase if
You have delete rights
Your user role must allow it. Find out how user role rights work.
It's in Preparation
If it's been approved, roll it back first.
This can't be undone
Deleting a cash purchase is permanent. It can't be recovered.
Steps
1
Go to Inventory Management > Cash Purchases, find the cash purchase and select Edit.
2
Select Delete and confirm.
The cash purchase is deleted.
FAQs
Frequently asked questions
Can I buy non-inventory items with cash purchases?
Yes. All inventory items are available in cash purchases, and you can also set up non-inventory overhead products, either to buy or just for reporting.
Troubleshooting
The product I need to buy isn't listed
Which products you can choose depends on the modules you use:
Inventory Management
All Supplied inventory products, plus Other products set up for overhead purchasing.
Revenue Management
Also any purchase products set up for cash purchases.
You can type any part of the product name to search the list. If you still can't find the product, contact your company's Inventory Management administrator.