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- Petty Cash Management
- Who it's for
- Multi-site operations
Multi-site operations
A team with several operating entities needs each cash expense to remain attached to the right organization. Petty Cash Management links accounting documents, vouchers, periods, accounts and team membership to organization records. That makes the entity part of the source trail when a custodian hands a receipt to finance.
How Petty Cash Management is set up for you
Custody by entity
Record the voucher's organization, parent document and custodian together so a reviewer can check where the cash was spent.
Separate calendars
Use each organization's accounting periods to choose the posting window for an approved document.
Scoped membership
Team membership carries organization and role information for people preparing and reviewing work.
Shared investigation
Operations Overview points finance to pending decisions and failed actions while the source records retain the entity context.
A team with several operating entities needs each cash expense to remain attached to the right organization. Petty Cash Management links accounting documents, vouchers, periods, accounts and team membership to organization records. That makes the entity part of the source trail when a custodian hands a receipt to finance.
For example, a field office buys small supplies from a local partner. Its preparer creates the accounting document, attaches the receipt and submits a voucher naming the custodian. The reviewer compares those records under the same organization before approval. A later journal is posted in that organization's open period. If the purchase is questioned, the team can follow the document number to the voucher, decision, journal and attachment.
Start with one organization, one active partner list and a defined period calendar. Choose the petty cash and expense accounts the team will use. Rehearse a normal voucher and a rejected one with different people acting as preparer and reviewer. Once that handoff works, add the next entity with its own memberships and period dates. Check a cross-organization case during training so people know how to spot a parent document or voucher placed under the wrong entity.
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.