Petty Cash

Navigate to Petty Cash#

• Access the Self Service module from the main navigation, select the Admin sub-menu, and click on Petty Cash.
• The main landing grid provides a high-level list view of all petty cash vouchers. Key visible data columns include:
  • Id / Company: Unique system voucher identifiers and the operating corporate legal entity.
  • Cash Acct / Is Finance Entry: The source bank/cash account mapping and financial classification indicator toggles.
  • Disburse Date / Description / Amount: Core transaction release date, narrative intent, and numerical value.
  • Receiver / Voucher No / Wkflw Status / State: Digital validation metrics verifying cash ownership, assigned workflow stages, and document tracking status.

Initialize a New Petty Cash Request#

• To create a new voucher entry, click on the + New button located on the action toolbar at the top left of the grid window. This launches the comprehensive Petty Cash Edit creation canvas.
• Define foundational transactional and parameter headers across the following fields:
  • Is Fin Entry: Switch toggle component (Yes/No) determining whether this maps directly into a finance registry log.
  • Disburse Date: Precise ledger entry release calendar window (defaults to the current date).
  • Entity Lookups: Use the lookup search tool ($Q$) to choose your Disburse Co, Cash Acct, Expense Co, Expense Type, and designated workflow Approver.
  • Amount: Set the quantitative numerical currency unit values for settlement tracking.

Address Field Validation Requirements#

• When attempting to preserve or progress an unpopulated record line, the integrated verification engine enforces strict operational constraints:
  • Receiver: Type the explicit name or system identity string of the individual receiving the cash disbursement. Leaving this empty triggers the validation block: “Receiver requires a non-null value.”
  • Description: Provide structural justification notes explaining the core business utility of the expense. Leaving this empty triggers the validation block: “ItemDesc requires a non-null value.”

Configure Dimension Allocations (Other Details)#

• Select the Other Details sub-tab at the base of the layout engine to map the financial entry to advanced corporate reporting matrices.
• Define allocation and accounting parameters:
  • Currency Rate / Bearer: Adjust exchange conversion values (set to 1 by default for local tracking) and identify carriage profiles via the Bearer dropdown (e.g., Self).
  • Tracking Dimensions: Map the financial strain to specific ledger tracking parameters by running lookups on Project, Center (Cost Center), and corporate Partner identifiers.

Attach Supporting Documentation#

• Select the Documentation sub-tab to inspect or append digital artifacts verifying the authenticity of the expense.

• Click the + New action button inside the sub-tab workspace grid to deploy the Edit Document modal overlay.

• Populate the documentation properties to complete the data payload:

  • Document Type: Use the search lens lookup component to define the source profile classification (e.g., Receipts, Vendor Memos).
  • System Parameters: Map transaction integrity tracking values across IssueDate, ExpiryDate, RefNumber, ReceiptDate, Keywords, and accounting Notes.
  • File Data Stream: Click the Choose File target zone to upload a digital invoice clone or receipt scan from your local workspace storage. Failing to attach an active binary file triggers the exception: “DataStream requires a non-null value.”

• Click Done on the lower-right modal control node to lock the artifact entry to the voucher file sub-grid.

• Once all mandatory validation fields are cleared and documentation streams are attached, click Save or Save & Close on the primary master toolbar to preserve the parameters and route the request into active workflow processing.