How to enter Petty Cash transactions

For accuracy in accounting and end-of-month reporting from Quantaco, it is recommended that all Petty Cash transactions are entered through the POS tab in Cashup. This practice ensures proper cost allocation and accuracy of Cash Increase and Bankable figure movements.

Petty Cash paid from a POS Terminal

To enter a Petty Cash payment made from a POS terminal:

1. Click on the Transactions pop-up menu against the relevant terminal.
2. Complete the Transactions menu pop up (see instructions below)
3. Enter the Cash Count for the terminal as usual. This should be the Z Read Cash value minus the Petty Cash paid out.
   

    
   Example:

   • The Z Read Cash shows the expected cash for the terminal as $800.
   • $150 is entered in the Transactions pop-up for Petty Cash.
   • The Cash Count will be populated as $800 - $150 = $650.

Petty Cash paid from the Safe

To enter Petty Cash payments from the Safe, an alternate POS area called Extra Petty Cash Payments Only is required. If this is not configured for your venue, please contact Support.

1. Complete the Transactions menu pop up (see instructions below)
2. Enter the Cash Count to confirm the amount of money paid out. Since there is no float or positive value to deduct from, this will be a negative amount. The value should match the sum of all petty cash entries entered.
   Note:  The Cash Increase and Bankable figures in Cashup will not be impacted until this field is populated.
   

   
   Example:

   • The sum of the Petty Cash transactions is $550.
   • The Cash Count will be populated as -$550.
   
3. Navigate to the Safe tab to make required updates & account for Petty Cash monies to be repaid (see instructions below).

Accounting for Petty Cash in your Safe Count until repaid

On the Safe tab, there should be a Float for Petty Cash or Petty Cash owed to safe. This is where you can account for the value of any temporary adjustments for Petty Cash if needed.

Petty Cash payments are assumed to be taken from the cash counted in the Denominations count on the Safe tab.

1. Any captured amounts will remain in the Petty Cash or Petty Cash owed to safe field and can be adjusted as needed until the safe is replenished from the trade till takings.
2. Once the safe is repaid, the Petty Cash owed to safe will return to $0, and the Denominations section will reflect the returned Petty Cash value.

Completing Transactions menu pop up

1. In GL Code enter the relevant code to assign the transaction. 
   1. If Purchases is selected, you will be prompted to assign a Class. Select the relevant option for the purchase to be assigned to
2. In Description enter description of the purchase
3. In Amount enter the total cost of the purchase
4. The GST field will auto-populate once the Amount field is filled
   1. If the purchase (or part of it) does not accrue GST you can edit the figure to the total GST amount displayed on the receipt
5. The Tender Split field will auto-populate to Cash, it should not need to be but can be changed if required
6. Click the Save icon when entry is complete, saving will be blocked if all mandatory fields aren't entered
7. If another Petty Cash entry needs to be made click the + icon, and repeat the above process
8. If a previously saved Petty Cash entry needs to be removed, click the Delete icon
9. Once all petty cash entries are saved and complete, select close to minimise the pop-up

Reporting on Petty Cash entries

1. Select Reports
2. Select New Beta
3. Check Group & Venues selected are correct 
4. Select Area > Transactions
5. Select Report > Petty Cash
6. Make your Date range selection
7. Review results, you should see a break up of transactions entered that sum to the total Amount.