Petty Cash Update - APIPCSPCUP

The Petty Cash system allows users to:

• Record and print receipts for petty cash disbursements
• Forward sets of receipts to accounting for editing and approval
• Transfer the receipt information to AP for reimbursement of the cash drawers
  
  

The Petty Cash Update displays two tabs:

• Receipt Entry - Allows office managers to enter receipts and print receipts through CDD
• Reconciliation – Allows office managers to enter reconciliation amounts and run a Reconciliation report through CDD.

Other reports may be run against the receipt data at any time, but only the receipt and reconciliation report designs are provided on the Petty Cash Update page.

The Accounting Approval page allows the accounting department to review and edit the reconciled sets of receipts, after which the information is posted interactively to AP and GL.

Page Fields

Set ID: System-generated seed number which uniquely identifies a set of transactions and is based upon the definition in NU Common Codes, with a Code Category/Value of SYNO/PCGROUP.

Create Date: System-generated field displays the date of the Set creation.

Set Total: System-generated field displays the total value of the receipts belonging to this Set.

Receipt Entry Tab

Office managers can use this tab to enter and print receipts for petty cash disbursements. Receipts are collected in receipt sets (also called Sets) which are specific to one user. The page operates in collect and browse mode allowing the user to review and reprint previously entered receipts of the currently open set. Users are restricted to working with only their own sets, determined by the user ID attached to the set when it was created. No changes are allowed to a receipt if it has already been printed. A maximum of three accounts & amounts are allowed per receipt number.

Receipt Number: System-generated number using the first 4 characters of the user ID concatenated with a six-digit number retrieved from a seed (seed = SYNO PCRCxxxx, where 'xxxx' is the first 4 chars of the user ID). Each user will have their own seed, so receipt numbers should be sequential within a receipt set. There should be no duplicate receipt numbers within a set. Each receipt entered gets its own receipt number.

Receipt Date: System-generated field defaulting to the current date. Receipts are always recorded with the date they are entered into the system.

Payee Name: The name of the person seeking reimbursement with petty cash. This is limited to 10 characters so that the name and description may both be saved in the 30-character description of the AP transaction.

Description: The description of the purchase or the reason for reimbursement.

Amount & Acct: Dollar amount and account. User is required to enter at least one pair of amount & account entries. The second and third pairs are optional but must always be entered as a pair. If an amount is entered, then the account is required; if an account is entered, the amount is also required. Account validations (valid account, budget checking, etc.) are processed as with any other AP transaction. The page defaults to only display the GL component of the account.

Receipt Total: System-generated field displays the total of amount fields above. This field is updated when the user tabs out of amount fields.

Print Receipt: Click the Print Receipt button when you are finished with data entry and want to print the receipt. The records are saved. Records can be saved without printing by pressing the Enter key. When you click Print Receipt, the page activates CDD to print a report for the provided set number and receipt number. The name of the CDD report is determined by the configuration as either a fixed name, or PC plus your user ID.

Printed: Read-only field defaults to No and is set to Yes after the receipt is printed.

You cannot make changes after you print the receipt.

Reconciliation Tab

Office managers can use this tab to reconcile their cash drawer and submit the receipt set to accounting for approval and reimbursement. It can be edited and saved repeatedly until the receipt set is marked Closed by clicking the Recon Complete button. Reconciliation reports are printed manually from CDD and can be printed at any time for receipt sets of any status. The page operates in browse mode only, and a user can only reconcile a set of receipts after at least one receipt has been entered.

Beginning Amount: Read-only amount of the cash drawer beginning balance. Derived from the current fiscal year balance of the account associated with the user ID. Common Code APPR/CONFIG2, first associated code, defines the object code - 61030000 for Poudre. The Organization Key comes from the association code in PEUPPE - PCORGKEY. The user ID is the PE ID. The user ID must be defined in PEUPPE.

Set Total: System-generated total of all receipts in the set.

Cash/Coin Total: System-generated total of all the cash & coin denomination amounts. The field is updated when the user tabs out of the denomination field.

Cash Amounts: Amount for each denomination. The only validation on these fields is that the dollar amount must be evenly divisible by the denomination. For example, in the 1.00 field, only whole dollar amounts such as 2.00 or 15.00 can be entered, not values such as 1.75.

Coin Amounts: Amount for each denomination. The only validation on these fields is that the amount must be evenly divisible by the denomination. For example, in the 0.25 field, only amounts such as 5.25 or 15.00 can be entered, not values such as 1.33.

Over/Short Amount: System-generated. The value is calculated from the four fields above as over/short = (set total + cash & coin total) - beginning amount. This formula results in a negative value if the cash drawer is short, and positive if the drawer is over.

Account: Enter if there is an over or short amount. If the over/short amount is not zero, an account must be provided before the user can close the group by clicking the Recon Complete button. The field defaults to only display the GL component of the account.

Print Report: When you click Print Recon Report, the page activates CDD and prints the reconciliation report. No updates are processed.

Recon Complete: When you click Recon Complete, the set is sent to AP and bypasses the Accounting Approval page. A workflow can be created to approve the AP set.

Validation before sending to AP

If the user does not have a PEID defined, an error appears: <User ID> must be defined in Person Entity database to complete final reconciliation.

If the set total is zero or negative, an error appears: Set total must be greater than zero to complete final reconciliation.

The CDD report will not launch until the above validations are complete