How to enter Petty Cash transactions - Sites with  Safe Feature activated

For accuracy in accounting and end-of-month reporting from Quantaco, it is recommended that all Petty Cash transactions are entered.

This practice ensures proper cost allocation and accuracy of Cash Increase and Bankable figure movements.

Depending on the reimbursement source, Petty Cash transactions can be recorded in Cashup using either the POS or Safe tabs.

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

First, navigate to the Petty Cash section of your Safe tab.

If this is not configured for your venue, please contact Support.

Recording a purchase

1. Against the relevant Cash Count column, select the Transfers / Payments box and complete the Transactions menu pop up (see instructions below)
2. Once entered, you will notice the amount owed to the safe will accumulate against Petty Cash Receipts until the safe is repaid.
   

Paying back the Safe

1. Navigate to the Office tab
2. Against the Banking - Trade Till, select the Transactions drop down menu
3. In the From drop down, select Banking - Trade Till
4. In the To drop down, select Petty Cash (against the relevant Safe Count column ie Start, Change over or Close)
5. Enter in the value you are repaying > Save
   
   
6. If navigating back to the Safe tab, you will see the Petty Cash Receipts total reduced by the value that has now been repaid.
   
   

Completing Transactions menu pop up

1. Purchases are to be entered into the Payments section
2. 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
3. In Description enter description of the purchase
4. In Amount enter the total cost of the purchase
5. 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
6. The Tender Split field will auto-populate to Cash, it should not need to be but can be changed if required
7. Click the Save icon when entry is complete, saving will be blocked if all mandatory fields aren't entered
8. If another Petty Cash entry needs to be made click the + icon, and repeat the above process
9. If a previously saved Petty Cash entry needs to be removed, click the Delete icon
10. 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.