Documentation
Petty Cash Transactions
Petty Cash Transactions are the controlled operational cashbook for physical fund movements that are not automatically created by Direct Expense.
What this screen is for
Use Petty Cash to record physical cashbook movements such as Opening Balance, Replenishment, Adjustment In and Adjustment Out.
Do not manually create a duplicate movement for a Petty Cash Direct Expense; that source transaction creates its own linked OUT movement when accounting posts.
Transaction fields
Fields
| Field | Meaning |
|---|---|
| Transaction Number | System sequence for the cashbook movement. |
| Transaction Date | Business date of the physical movement. |
| Transaction Type | Opening, Replenishment, Adjustment In/Out or another supported system-linked type. |
| Petty Cash Fund | Cash pool affected. |
| Direction | IN increases cashbook; OUT reduces cashbook. |
| Offset Account | Opposite GL account for manual movement accounting. |
| Reference Number | Bank/cash/reference document when available. |
| Remarks | Business explanation. |
Normal operating sequence
- 1. Create the Petty Cash transaction.
- 2. Choose Record Cash Movement. This confirms the physical/operational cashbook event.
- 3. Review the recorded transaction.
- 4. Choose Post Accounts to create the GL Journal Entry.
- 5. Use View Journal to verify the posting.
Accounting by direction
Posting effect
| Movement | Debit | Credit |
|---|---|---|
| IN | Petty Cash Fund Cash Account | Offset / replenishment account |
| OUT adjustment | Offset / expense account | Petty Cash Fund Cash Account |
Action: Record Cash Movement
Use this action after checking Fund, Date, Type, Direction, Amount and Offset Account. Recording updates the operational cashbook but does not itself create the General Ledger Journal Entry.
The confirmation message reminds the user to use Post Accounts afterward.
Record Cash Movement dialog
The confirmation explains that the physical Petty Cash movement will be recorded first and that Post Accounts must be used afterward for the General Ledger. Cancel leaves the transaction unrecorded.
Action: Post Accounts
Available for a recorded manual movement that has not already been posted/reversed and is not a system-linked Direct Expense/reversal row.
Post Accounts creates the balanced Journal Entry through the standard accounting gateway.
Action: View Journal
After posting, choose View Journal to inspect the source-linked General Ledger entry.
Action: Reverse Accounts
For an eligible posted manual movement, Reverse Accounts requires a Reversal Reason. It creates a reversing JE and the opposite operational cashbook movement.
System-linked Direct Expense movements must be reversed from their source Direct Expense, not independently.
Troubleshooting
- Post Accounts blocked as system-linked: open the source Direct Expense and correct/reverse there.
- Missing offset account: select the account representing the other side of the manual cash movement.
- Cashbook and physical cash differ: stop new spending if necessary and reconcile missing/duplicate physical transactions before adjustment.
Related pages
Frequently asked questions
Does Record Cash Movement post the GL?
No. Record confirms the operational cashbook movement; Post Accounts creates the General Ledger journal.
How do I reverse a Petty Cash Direct Expense?
Reverse it from the Direct Expense Voucher. The linked Petty Cash movement is corrected automatically.