To create a cash purchase, head to Inventory Management > Cash Purchases and select [New Cash Purchase]. 

At the top of the New Cash Purchase page: 

• Site: Displays the site that you are logged in to. 
• Location: Select the location within the site that the cash purchase relates to.  
• Description: Enter a description for the cash purchase.
• Purchase Reference: Enter a reference for the cash purchase,, if applicable.  
• Purchase Date: Select the date and time that the cash purchase took place. 

Information For Revenue Management Subscribers

If you are not subscribed to Revenue Management and using cash ups, you can skip the rest of this step. 

If you are subscribed to the Revenue Management module, it is recommended that Cash Purchases are declared before completing the Cash Up process.

The following options (typically configured to populate by default) are also available in the Cash Purchase:

• Cash Purchase From: Specify if the removal of cash is is being declared via: 
  • Back Office - The petty cash removal has been declared at the POS already and the Cash Purchase is being reconciled against that transaction.
  • Till - The petty cash removal has not been declared at the POS, and is instead being declared as removed from a till via the Cash Purchase declaration. 

If Cash Purchase From option Back Office is selected:

• Paid From Account: Displays the account that the Cash Purchase declaration will reconcile the purchase against. This should match be the account that the petty cash declaration at the POS gets deposited in to when the Cash Up gets approved.

If Cash Purchase From option Till is selected:

• Till: Select the POS that petty cash was taken from.
• Pay With: Displays the payment method being used to pay for the petty cash items.  

Next, add products into the Cash Purchase by selecting [New Cash Purchase Item].

In the new row that gets added: 

• Product: Select the product from the list. 
• Qty: For inventory products, enter the quantity being purchased the relevant quantity field(s). 
• Tax Code: Select the applicable tax code. 
• Line Total: Enter the total purchase amount after tax. 
• Reason: Enter a reason for the product being purchased using petty cash, if applicable. 

Repeat to add additional items.

If required, you can upload a PDF copy or photograph of the petty cash receipt against the Cash Purchase. 

To do so, within the Upload File section of the cash purchase, enter:  

• Folder: Select the File Manager folder to store the file within. 
• Title: Enter a title for the file. (Recommendation: Enter the cash purchase reference.)
• Tags: If applicable, select tags to assign to the file. 

Then select [Choose File] and select the file, then select [Upload]. 

The file is now available both within the cash purchase, as well as the selected folder within file manager. 

TIP: File Manager Folders can be restricted by section and site. Consider setting up specific Cash Purchase folders per site, to restrict file uploads to cash purchases only at each site. 

If you are ready to approve the cash purchase, select [Approve]. 

Once approved:

• For Inventory Management, the stock on hand of any inventory product selected will increase. 
• For Revenue Management, depending on the selected Cash Purchase From option, if:
  • Back Office, the balance of the selected account will reduce based on the cash purchase total.
  • Till, a transaction will be created against the selected till, thus reducing expected cash for that till by the petty cash amount when it comes to cashing up that till.  

If you are not quite ready to approve the cash purchase just yet, select [Save Cash Purchase] to save the cash purchase in Preparation state and return later to approve it.