Petty Cash Replenishment

Petty Cash Custodian Transfer

Petty Cash Replenishment

Pre-requisition

You need to know your "petty cash vendor code" - it is usually structured in the form of : PCF-[ENTITY]-[PURPOSE]

Ask your supervisor, or raise to accounting if you don't know

Go to "Payables" - "Bills and Adjustments"

and click "+" to add new record

Enter "petty cash vendor code" Ask your supervisor, or raise to accounting if you don't know
Enter date in vendor reference
Enter subject as "PCF Replenishement for (date to date)"

#Please avoid mixing period - each liquidation covers only one period, instead of mixing multiple weeks or months in one submission.

4. Go to "MORE INFO"

5. Select "Request Category" that best fit your case

6. Select "Payment Request"

7. "Email Also" you can specify recipients who you want to get payment notification also.

8. SAVE to obtain your payment reference number

This is very important key to follow up or fast track with accounting team

Proceed to enter "DETAILS" with instruction below -

Important Reminder:

Field arrangement on your screen may not be the same as it shown in below screenshot, please drag and drop to rearrange the fields.

Expense without inventory control

Click "+" to add new line - If possible, please add ONE TYPE OF EXPENSE per line item

Branch Code: Entity that this expense belongs to. (if you only have access to one branch, this field will not be displayed, you can skip)
Inventory ID: you can reference to here for the item that best fit your expense
OR Vendor: Receipt Vendor on the Receipt (leave it as PCF supplier if you cannot find it in selector)
OR Status: Receipt Status, please refer to OR Status Note below.
OR Number: Receipt number on the Receipt
OR Date: Receipt Date on the Receipt
OR TaxZone: VAT or NVAT for this Receipt
Transaction Description: Purpose of this expense
Ext Cost: Total amount of this expense

Given the internet and power stability here in El Nido. It is suggested to always "SAVE" 😉😉

Expense with inventory control

Click "ADD PO RECEIPT" or "ADD PO RECEIPT LINE" to select RC# to be pass to AP for replenishment.

Branch Code: Entity that this expense belongs to. (if you only have access to one branch, this field will not be displayed, you can skip)
Inventory ID: Pass from RC# - no need to update anymore
OR Vendor: encode Receipt Vendor on the Receipt (leave it as PCF supplier if you cannot find it in selector)
OR Status: Receipt Status, please refer to OR Status Note below.
OR Number: encode Receipt number on the Receipt
OR Date: encode Receipt Date on the Receipt
OR TaxZone: VAT or NVAT for this Receipt
Transaction Description: Pass from RC# - no need to update anymore
Ext Cost: Pass from RC# - no need to update anymore, unless it didn't stated in RC#

Given the internet and power stability here in El Nido. It is suggested to always "SAVE" 😉😉

Note 1 - OR Status

Pending Invoice: Invoice not yet provided by the supplier, will provide later.
No Valid Invoice - Mgmt Decision: No valid invoice, it is a management decision.
No Valid Invoice - Incompliance Supplier: No valid invoice, due to incompliance supplier.
Pending Review: Valid Invoice provided in attachment for accounting review.
Not Application: Not applicable to any or above scenarios （ex. Revenue）

Note 2 - You can combine Expense and RC# in the same AP Payment Request, as long as RC# was under the same PCF Vendor Code!

After encoding, you need to prepare ALL PHYSICAL RECEIPT in paper, and scan them into one PDF file

Please ensure legibility and flat placement.

Example - HTT PCF 01.09 to 01.12

If an expense looks uncommon (urgent purchase, late receipt, etc.),

a short-handwritten note or message would help avoid follow-ups and fast track payment process.

After you prepared your PDF Scan file

Please upload your Scan file to the payment request.

Once you finish uploading the soft copy.

Click "Remove Hold" + "Save"

to submit for approval

You can find the current approver in the "APPROVAL" tab

Once the payment request is approved, the status will become "Balanced"

This is when you need to print the payment request with "AP Edit Detailed"

AP Status Note

On Hold: Encoded, not yet submit for approval.
Pending Approval: Pending approval from supervisor.
Balanced: Approved, ready for print and submit to accounting
Open: Accounting reviewed, payment in preparation (cheque or ATM)
Closed: Payment fulfilled.

Click PRINT to print the payment request form - as the cover of receipt hard copy

Then submit to Accounting Team 🤗🤗🤗

Submitting PCF replenishment regularly and timely (weekly or bi-weekly) to avoid rush or any impact on operations. 🫶

Petty Cash Custodian Transfer

If PCF handling is transferred to another custodian, a PCF confirmation should be submitted to accounting. To ensure audit filing! Thank you

Page updated

Google Sites

Report abuse