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- Petty Cash Management
- Who it's for
- Office administration
Office administration
Office teams often handle small purchases before finance sees the paperwork. A voucher gives the custodian, date, amount and receipt reference a home beside the accounting document. The preparer can then enter lines for the purchased items, attach the receipt and hand a coherent packet to the reviewer.
How Petty Cash Management is set up for you
Clear handoff
The custodian's voucher points to the same document the preparer uses for accounting review.
Amount check
Document lines hold quantity, unit price, tax and net so the gross can be checked against the receipt.
Independent decision
A reviewer records the decision on the document revision and can approve or reject a submitted voucher.
Visible follow-up
The review queues show which expense or voucher still waits for a decision.
Office teams often handle small purchases before finance sees the paperwork. A voucher gives the custodian, date, amount and receipt reference a home beside the accounting document. The preparer can then enter lines for the purchased items, attach the receipt and hand a coherent packet to the reviewer.
Consider a team member who buys stationery with petty cash. The Accounting Preparer records the supplier as a business partner, enters the line detail and attaches the receipt. The cash voucher names the custodian and receipt reference. The Accounting Reviewer compares the purchase and voucher before making decisions. Once the document is approved, its journal can be posted in an open period. If the receipt total differs from the lines, the work returns for correction while the decision history stays visible.
Choose one common purchase category and one custodian to rehearse the cycle. Agree how receipts are named and handed to the preparer, when a voucher becomes Submitted and what the reviewer checks. Set the active ledger accounts and open period for the test. Then walk through a normal purchase and an incorrect receipt amount. Use Operations Overview to find pending decisions and the source records to explain them.
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.