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- Petty Cash Management
- Who it's for
- Field services
Field services
Field teams may spend small amounts away from the finance office. The voucher records the custodian and spend date, while its parent accounting document carries the owner, counterparty and expense lines. This gives finance a shared source when the receipt arrives later than the purchase.
How Petty Cash Management is set up for you
Custody detail
A voucher identifies the cash holder and the receipt reference for the spend.
Partner context
The document points to the business partner associated with the purchase.
Revision review
The Accounting Reviewer makes a decision on the submitted source revision instead of relying on an informal message.
Posting trail
A journal and its lines show the approved expense in an accounting period.
Field teams may spend small amounts away from the finance office. The voucher records the custodian and spend date, while its parent accounting document carries the owner, counterparty and expense lines. This gives finance a shared source when the receipt arrives later than the purchase.
A field worker buys an urgent supply item and sends the receipt reference to the office. The Accounting Preparer creates the document, records the amount and lines, attaches the evidence and submits the linked voucher. The reviewer can check that the custodian, date and amount agree with the parent expense. If the receipt is unclear, the reviewer rejects the voucher or returns the document for correction before posting.
Begin with the people who actually hold cash and one Accounting Preparer who receives their receipts. Agree what information the custodian must provide at the time of spend and how the preparer records it. Rehearse a delayed receipt and a corrected amount as well as a normal purchase. Keep the separate voucher and document decisions visible to both sides of the handoff. Set the organization's period calendar and account codes before a live posting is attempted.
Features to start with
Roles on the team
- Accounting Preparer
- Prepare assigned operational records and execute eligible reviewed actions. Record entry on Accounting Documents, Cash Vouchers, Record Attachments and Document Lines; read only on Business Partners, Review Decisions and Operation Receipts. Approval decisions belong to the workflows.
- Accounting Reviewer
- Review eligible revisions independently and reconcile operational evidence. Read only across every table; approve and reject run through guarded actions only, and a reviewer cannot approve their own submission.
- Auditor
- Read authorized evidence and reports. Read only across every table; no record entry and no approval authority.
- App Administrator
- Maintain organization configuration and membership. Record entry on Organizations, Team Members and Business Partners only; administrative membership does not confer financial or approval authority.
Set up Petty Cash Management your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.