Cash Up
Petty Cash Purchases
Match petty cash taken from a till or float against what was bought, using cash purchases.
In this article
Introduction
Petty cash purchases let you match petty cash taken from a till drawer or float account against petty cash purchase items. It works through the cash purchases feature.
Cash purchase articles
- Cash Purchases: Create & Approve
- Cash Purchases: Search
- Cash Purchases: Roll Back
- Cash Purchases: Delete
- Cash Purchases report
Petty Cash Purchase Methods
Which method you use depends on how you handle petty cash and what your POS can do. Each method is set up so cash purchases fill in the right settings by default, so recording a cash purchase works the same way whichever you use.
Petty cash comes from the safe float or a petty cash account.
Petty cash comes from the till and is recorded on the POS.
Petty cash comes from the till, but can't be recorded on the POS.
Method 1: Petty cash from a cash account
Use this when
Petty cash is taken from the safe float or another cash account set aside for petty cash. Don't use it if petty cash comes from the till drawer.
How it works
Take the cash
Petty cash is taken from the safe float or petty cash account.
Record it
A cash purchase matches the amount against what was bought.
Configuration
Cash account
This method uses a cash account the site already has. If you need a new one, find out how to create a site account.
Site settings
1
Log in to the site and go to Company Settings > Site Setup > Site. See site setup.
2
On the Revenue Management tab, in the Cash Purchases section, set:
The site account petty cash is paid from.
Cash Purchases
Turned off.
Turned on.
3
Select SAVE SITE. Repeat for each site using this method.
Method 2: Petty cash from the POS (recorded)
Use this when
Petty cash is taken from the till drawer and recorded on the POS.
How it works
Take the cash
Petty cash is taken from the till and recorded on the POS.
Record it
A cash purchase matches the amount against what was bought.
Cash up
The petty cash is entered when completing the cash up.
Configuration
Cash up set-up
This method needs a Control type site account and a petty cash denomination.
1
Create a chart account with these settings:
A code for the account.
Petty Cash Control
Control
Current Assets
2
Create a site account from it for every site using this method.
3
Create a denomination called "Petty Cash", or similar. Give it the same media type as your Paid Out media, or whichever media you use for petty cash.
4
Update the cash count template to add a petty cash line, using the "Petty Cash" denomination and the "Petty Cash Control" site account.
Site settings
1
Log in to the site and go to Company Settings > Site Setup > Site. See site setup.
2
On the Revenue Management tab, in the Cash Purchases section, set:
The "Petty Cash Control" account created above.
Cash Purchases
Turned off.
Turned on.
3
Select SAVE SITE. Repeat for each site using this method.
Method 3: Petty cash from the POS (not recorded)
Use this when
Petty cash is taken from the till drawer, but it can't be recorded on the POS, or your POS integration doesn't support petty cash.
How it works
Take the cash
Petty cash is taken from the till.
Record it
A cash purchase against that till matches the amount against what was bought.
Cash up
The petty cash is entered when completing the cash up.
Configuration
Payment media type
1
Edit the media type used for petty cash, usually Cash, and turn on Cash Purchase Enabled.
Cash up set-up
This method needs a Bank type site account for petty cash to be deposited against, and a petty cash denomination.
1
Create a chart account with these settings:
A code for the account.
Petty Cash Control
Bank
Current Assets
2
Create a site account from it for every site using this method.
3
Create a denomination called "Petty Cash", or similar. Give it the same media type as your Paid Out media, or whichever media you use for petty cash.
4
Update the cash count template to add a petty cash line, using the "Petty Cash" denomination and the "Petty Cash Control" site account.
Site settings
1
Log in to the site and go to Company Settings > Site Setup > Site. See site setup.
2
On the Revenue Management tab, in the Cash Purchases section, set:
Leave blank.
Cash Purchases
Turned on.
Turned off.
The till petty cash is usually taken from. Leave blank to let users choose the till each time.
The payment media used to buy petty cash items, usually Cash.
3
Select SAVE SITE. Repeat for each site using this method.