Per Diem Entry

This option lists payments to Crew and Cast for meals, lodging and other expenses. It lets the user enter new Per Diems, browse, and change or delete them. Unlimited entries can be entered in a batch.

If employees receive Per Diems on a recurring basis, even if they vary each week, then it's a good idea to create them as a Recurring Per Diems, please see our section on Recurring Per Diem .

Per Diems entered in Recurring Per Diem entry and posted, will be displayed in this window for editing. Each per diem amount will be displayed on the screen in its native amount and a Per Diem sign off list can be printed.

First, you will need to create your Petty Cash Vendors, which are your Crew and Cast who will receive Per Diems. Make sure the codes you use are different for those who claim normal Petty Cash reimbursements. i.e. PLUM01 for Petty Cash and PLUM02 for Per Diems. At the end of the production you can then run a summary Petty Cash Inquiry / Reports list to be updated onto Payroll Payment Summaries.

Creating a new Per Diem Entry

1. In the main menu bar select Petty Cash > Per Diem Entry

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, 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 auto numbering. 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 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.