Linha Microsiga Protheus - Inglês

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  • Petty Cash Transactions


The Petty Cash Transactions routine has two specific functions: register all cash withdraws and perform the rendering of accounts of advances.

The system operates with two concepts: expenses and advances.

Expenses are treated as payments of expenses already made that have the referred documents. When the expense is entered, the system enables the execution of automatic replenishment.

If the user chooses Replenishment, the value is transferred from the bank/branch/account to replenish the value spent. The expense is then posted. The cash will be highlighted in red, , and the bank transaction will be updated.

Otherwise, the expense will be open, highlighted in green, , and the value will not be replenished. This expense is only posted when the check is closed.

Advances are values destined to expenses that will be executed and that, when that happens, will have their documents and real values entered in order to perform the , and the automatic cash replenishment is not performed.

                   

Important: When performing transactions, the system enables the printing of the transaction performed.

Procedures


To perform the petty Cash transactions:

  1. In the Transactions Maintenance window, press [F12] to configure the routine parameters.
  2. Set and confirm the routine parameters.
  3. Select Add.
    The Add screen is displayed.
  4. Fill out the fields according to the field help instructions.
  5. Check the data and confirm
  6. If the replenishment was not performed, the system opens a window asking if it must be performed.
  7. If confirmed, the system opens a new window requesting the confirmation of the petty cash replenishment. 
  8. Then, a new screen is displayed to confirm the printing of the performed transaction.
  9. The system displays the report configuration screen.
  10. Configure it and confirm.


If you do not want to print the receipt when adding transactions, the system enables printing through the Petty Cash Receipt Report.

You can include expenses and advances in spreadsheet form, which allows you to include several transactions at a time.

All advances must be submitted to rendering of accounts in order to be posted and also to have their values replenished. In this option, all documents used for the advance and actual amounts spent must be listed.

If the value spent is smaller than the advance performed, the system enables the remaining balance to be returned to the petty cash. If the user choses to do this, the advance is posted. Otherwise, a pending record is entered linked to the advance.

The field Use Cost used in Transport Expenses set to:

1 = Yes, the System asks for the trip number or vehicle code (mandatory). These operations are those executed in the Petty Cash transactions.

2 = No, the System does not ask for the trip number or vehicle code.

Rendering of accounts with an amount higher than the advance

A rendering of accounts for a received advance with a higher value than the one previously advanced can be performed. In this situation, the system generates a record in petty cash transactions table to present the difference.

The difference in the advance cannot be more than the available balance in the petty cash. If this happens, the system will not allow the inclusion of the rendering of accounts.


To perform a rendering of accounts:

  1. In the Transactions Maintenance window, place the cursor on the selected transaction, identified in yellow, and select Rendering of Accounts. The system displays a screen for entering the advance receipts. If there is a remaining balance, the system displays the possibility of transferring it to the petty cash.
  2. Fill in the data and confirm.
  3. The system changes the color of the selected transaction into red, creating a transaction with the transferred balance.


The option Cancel can be used to delete incorrect entries in the cash as long as the type of transaction meets the following conditions:

  • Expenses not posted, indicated by the color green.
  • Advances with pending balance, indicated by the color yellow.
  • Advance expenses not posted, indicated by the color blue.

Considering advance expenses, the parameter MV_PCTCAIX establishes if the cancelation generates a reversal entry or just deletes the transaction. The options for parameter configuration are:

  1. Cancel the rendering of accounts and generate a reversal entry in the petty cash (standard behavior).
  2. Cancel the rendering of accounts, deleting the entry, and re-enabling the value for rendering of accounts, which allows the transaction to be performed again.


To cancel transactions:

  1. In the cash transactions screen, select the transaction to be canceled.
  2. Click Cancel. The system displays the transaction selected.
  3. Check and confirm using the OK button.


Integration of the Purchasing and Fiscal modules for the receipts registered in the rendering of accounts and Petty Cash Transaction in the Financial module.

Through the Expense Approval routine, it is possible to obtain control of fixed fund jurisdictions for approving expenses. 

Rendering of accounts

  • Receipts with tax levy included in the Rendering of Accounts of the Cash Transactions routine are integrated with the Fiscal module, so the taxes highlighted on the receipts must appear in the VAT Ledger.
  • For this functionality, it is necessary to register the Incoming Invoice under Related Actions in the Rendering of Accounts option, which has two sub-options: Fiscal Receipt and Other Receipts.

Accounting of Cash transactions

The accounting of Cash transactions is performed using the standard entries:

  • 572 – Addition of Spending/Advance Transactions;
  • 573 - Replenishment Transactions bank cash/cash bank
  • 579 - Deletion of transactions

If online accounting was performed while adding the cash transactions and you must delete this transaction, the system automatically executes the standard entry 579 (when registered), regardless of the parameters configuration using F12.


To delete cash:

  1. In Cash Maintenance, select the cash and click Delete.
    The system displays a screen with the cash data.

2. Check the data and confirm the deletion.

In the case of integration between the modules Transport Management and Asset Maintenance in the rendering of accounts, it is necessary that the parameter MV_SERDESP contains a service registered in the Asset Maintenance Check List.

In addition, it is necessary to use an expense from the same family as the service registered in the Asset Maintenance Check List and listed in MV_SERDESP.

This checklist is accessed after entering the trip or vehicle code and the expense. It is worth remembering that entering the trip code will show all the vehicles on the trip. The service order and its steps will be generated for the selected steps.