Can't find what you're looking for? Still have questions? Contact customer support 
Recurring Per Diem
- Hilary Hawkins (Deactivated)
- Kai Andras
This option is used to setup a list of employees who receive Per Diems on a recurring basis. Per diems recurring can be re-posted every week, or when required, to Per Diems Entry where they can be edited and then posted to General Ledger.
Even if some employees Per Diems vary each week, it’s a good idea to create them as a Recurring Per Diem as changes are easily made within this option. Processing Per Diems through the Recurring Per Diems option has many advantages over normal Per Diems and for that matter over normal Petty Cash entry as well.
The advantages are:
Per Diems will automatically be separated from Petty Cash for reporting purposes.
Per Diem Sign Off sheets will be available for printing.
PAYE(G) Payment summaries are easily updated with Per Diem details as a search can be done for each Petty Cash Vendor.
Data entry time is much quicker as it will not be necessary to continually input the same details such as Vendor, Amount, Description, Week Ending date and Flagging.
Forgetting to pay per diems to a person is decreased.
Creating a New Recurring Per Diem Entry
1. In the main menu bar select Petty Cash > Per Diem Recurring List
2. Click the Insert button to start a new batch
3. Select your Petty Cash Custodian Code and Currency
4. Enter the Date of the transaction.
5. In Vendor field, enter first three digits of vendor name (e.g. 'SMI' for Brett Smith) and press TAB. A pop-up window will appear with all current vendors (if it has already been setup as a Petty Cash vendor in Vendor Master Maintenance ). Highlight the vendor and click Select
If the Vendor hasn't already been setup, then from the same pop-up screen click Add New Vendor. This will take you into VENDOR DETAILS window (refer Creating a New Vendor ).
The importance of entering all data with its relevant claimant Petty Cash Vendor Code cannot be overstated. Even if claimants do not have a Petty Cash Float, they should still be entered under their Petty Cash Vendor Code so that inquiry and reports can be run for these people if needed. Make sure the codes you use are different for those who claim normal Petty Cash reimbursements
6. Enter the PC barcode sticker number if you are scanning your files. See Scanning and Uploading Files
7. Enter Envelope Number if you have a numerical numbering system setup. Or leave in number generated through auto-numbering.
Note: Through system defaults, you can elect autonumbering. Although if you are using a multi-user system, the envelope number is committed as soon as the window is opened. As soon as you complete an entry in the Petty Cash Entry window, you will be prompted for your next entry and with it the next chronological Envelope Number. If for any reason you decide to close this window at this point and then re-enter it later, you will find that the Envelope number will jump one number, hence you will not have consecutive numbers. This will have no effect on the integrity of your data but rather affect the cosmetic look of your Envelope reference numbers. You can elect to enter you own envelope numbers if you have your own numerical numbering system
8. Check the Tax Code to make sure it is correct. This is setup with vendor in Vendor Details window > Tax Details tab.
9. In Per Diem Amount enter the total amount of the payout.
10. Enter each receipt in the transaction lines. Enter the Chart of Account codes that receipt has been coded to.
11. Enter the TX field per receipt.
12. Enter Date and the Description of purchase. A description will automatically appear and can be changed through User Entry Defaults.
13. Enter the Vendor code again as listed on the top
14. Complete the Gross Amount and Tax amount fields. This will automatically calculate the net amount.
The processing of large amounts of Petty Cash detail which includes Indirect Taxes, can be a tricky exercise as you must be able to balance correctly in order to complete your Indirect Tax returns. When entering Petty Cash, you will notice three amount columns on the distribution line. They are Gross, Tax and Amount.
When entering Cost Distribution details, you have the choice of simply entering the Net amount or the Gross. This can be setup through Control Table/ System Defaults .
15. The Tax field is just a balancing tool and has no bearing on distribution. Use this to balance against Tax distribution line only.
16. Once all receipts are entered, press OK. If your distribution balances, a fresh screen will appear.
Note: You may have to make minor adjustments to receipt totals due to rounding
17. Once you have entered all of your Per Diem Forms, return to the Unposted Per Diem List window. Tick the Select All button and click Reports.
18. Run an Input Report to double-check all your entering
19. Run a Distribution report to ensure that the amounts are allocated to the correct accounts
20. Run the Sign Off List Report. You can run separate lists if there are different rates by simply highlighting entries then clicking Report button.
21. Once everything looks good in the Unposted Per Diem List window, tick Select All and click Post, the Post Per Diem List to GL window will appear, select Post again. The expenses are now posted to your General Ledger.