1. Purpose
The Petty Cash Module provides dedicated tracking for physical cash floats issued to site supervisors, engineers, or office managers for small, immediate cash purchases (e.g. site supplies, local transport, emergency repairs, worker refreshments).
Screenshot: Petty Cash Management Dashboard
2. How It Works
- Cash Float Issuance: An administrator issues a fixed petty cash float (e.g. $500) to a site custodian.
- Disbursement Entry: The custodian logs daily cash outlays as they occur.
- Reconciliation: At the end of the week or cycle, the custodian submits cash receipts to replenish the float.
3. How It Helps
- Controls On-Site Cash Leakage: Account for every dollar spent in physical cash at work sites.
- Simplifies Fast Purchases: Eliminates corporate card approval bottlenecks for small routine cash needs.
- Instant Reconciliation: Compare physical cash remaining against digital log balance automatically.
4. Step-by-Step Actions
A. How to Issue a Cash Float / Add Cash Entry
1
Open Petty Cash Module
Click Finances -> Petty Cash.
2
Click Add Cash Entry
Click + Record Cash Disbursement (or + Top Up Float).
Screenshot: Record Petty Cash Outlay Modal
3
Enter Details
Enter amount spent, recipient/payee name, purpose description, and custodian name.
4
Save Entry
Attach physical cash voucher photo (optional) and click Save Cash Entry.
B. How to Edit a Petty Cash Record
1
Select Record
Click Edit next to any cash entry.
Screenshot: Edit Petty Cash Entry Modal
2
Modify Notes or Amount
Correct details and click Update Entry.
C. How to Filter & Reconcile Petty Cash
- Custodian Filter: Filter transactions logged by specific site supervisors.
- Float Reconciliation View: Click Reconcile Float to verify cash on hand against total logged outlays.
D. How to Void a Cash Disbursement
1
Select Void Cash Entry
Select Void Entry from the transaction options.
2
Confirm
Confirm voiding to restore the disbursed cash back to the custodian’s active float balance.