Topping up the Petty Cash Tin

The nominals and ledgers in this topic may be different to those in your chart of accounts.

When topping up the Petty Cash tin, the amount to top up is the imprest amount minus the amount of cash currently in the tin. This ensures that the tin is topped up to the imprest amount each time.

When the top up has been posted, you should be able to allocate the top up document with all of the expenditure items since the tin was last topped up.

The top up of the petty cash tin is recorded using a document input form. The following document input forms are available, depending on how the cash was extracted from the bank account:

• Petty Cash Top Up document input form - used to record a payment made to a single petty cash tin using a cheque.

• Journal - used to record any other form of payment to top up the petty cash tin, for example, cash taken directly from the bank account.

This topic assumes you are familiar with selecting and completing document input forms. For more information, please see Completing Document Input Forms.

Topping up the petty cash tin consists of the following:

Recording a Cheque Petty Cash Tin Payment

Recording a Petty Cash Tin Payment

Recording a Petty Cash Tin Payment

1. Select Documents, then select Document Input from the menu.
   

2. The Document Input dialog is displayed. Select Drill (...) in Document type, then double-select to select PCQ - Cheque Payments or PYEL - Electronic Payments (Non BACS) from the Select a document type dialog.

3. Select Drill (...) in Input form, then double-select to selectPetty Cash Top Up from the Select an input form dialog.
   

4. The next available cheque number is displayed in Number. This must match the number on the actual cheque used for the payment. To change the cheque number, enter or overwrite the number on the actual cheque in Number.
   

5. The Date and Period default to today's date and the current accounting period. The date must be the same date as the date on the cheque, select the Date down arrow, then select the required date from the calendar. The period must be the period in which the payment was made, select Drill (...) in Period, then double-select to select the required period from the Select a period dialog.

6. To confirm your selections, select OK.
   

7. The selected document input form is displayed populated with the details entered in the Document Input dialog.
   

8. Double-select in Bank, then double-select to select the required bank account.
   

9. Double-select in Petty Cash Tin, then double-select to select the required petty cash tin.
   

10. The Document Date defaults to the date entered in the Document Input dialog. If required, to change the date to the same date as the date on the cheque, select the drop-down arrow, then select the required date from the calendar.

11. Enter the value of the payment to the petty cash tin in Value, e.g. 100.00 (do not enter any currency symbols i.e. £, $, etc.)
    

12. In Description enter the description.

13. An Account Summary on the right-hand side shows the Current Tin Balance, the Reimbursement Value, and the New Tin Balance.

14. When you have entered all the details of the payment, press F5 or select POST to post the document.
    

15. A blank Petty Cash Top Up document input form is displayed. Enter the details of another payment or select X to close the window. The posted document is displayed in the Documents Posted panel. Select the document link in Documents Posted to view the transaction(s) in a Document Enquiry.
    You can then allocate the transaction to any petty cash expenditure documents, which deducts the funds from the bank account and places them into the nominated petty cash tin. For more information, please see Allocating and Unallocating Documents.