Complete Guide To Creating And Importing A Petty Cash Template

The article below provides a detailed guide of the steps required to creating and importing a petty cash template into eclipse.

As an introduction to the petty cash module we have provided a screenshot and references for each field within the petty cash entry. This should familiarise the reader of certain fields when reading through the article.

P/C Code - Custodian from which envelope was reimbursed. Set this up in User Entry Defaults .
Tax Code - If tax is chosen it will add a tax distribution line. A default tax code should be associated with petty cash vendors. See Vendor Master Maintenance .
Voucher - Optional field to flag entry. For example, you could enter departments in this field.
Envelope - Enter a numerical number as a reference or use auto numbering (see System Defaults Petty Cash).
Amount - Total amount of envelope plus/less any float increase/decrease.

Completing the Petty Cash Envelope Form

1. Open the Petty Cash Envelope Form, see Eclipse Excel Templates

2. Type in the crew member’s name and date

3. Fill in the crew member’s department

4. In VCode field, enter the vendor code for the crew member, can be located in Eclipse under Accounts Payable > Vendor Master Maintenance. See Vendor Master Maintenance

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.

5. Amount Accounted For is the total amount of the receipts. Amount Adv is the amount to be return to the crew member in cash from the petty cash custodian.

When entering the Petty Cash Amount in your Petty Cash Entry window, it is important to understand the principle of "Cash in Cash out". The bottom line is how the transaction affects your Petty Cash Tin as to how you will enter the Petty Cash amount. The Petty Cash amount is treated like an invoice. If cash is paid out, the amount should be a positive. If cash is received, the amount should be negative and an entry should then be made in the distribution to show the float being reduced if applicable.

If no cash is paid out or received, enter zero in the amount field, and an entry should then be made in the distribution to show the float being reduced. If you are confused when someone is partly returning a float and at the same time is claiming expense reimbursement, remember to just look at the net effect on your petty cash tin for the whole transaction for guidance. If you stick to this "Cash In Cash Out" rule you will always be able to reconcile your tin.

6. For the envelope number, enter a numerical number (most productions keep a Petty Cash Log to track PC numbers and reconcile their tin) as a reference or use auto-numbering. See Control Table/ System Defaults

7. The Scan number will be auto generated from the envelope number, which will generate a barcode number at the bottom of the template. See Barcode Scanning w/ Barcode Templatesarchived

8. Enter the receipts on the transaction details lines, separating out VAT items on separate lines if necessary. The # column refers to the receipt number.

9. Assign a Cost Code to each transaction line.

10. Save Petty Cash Envelope spreadsheet to your computer.

11. You can now upload the form to Eclipse, select the square between A & 1 in the top-left corner to highlight all cells

Right-click on the highlighted cells and select Copy to copy the entire spreadsheet.

In the Eclipse PC Entry Batch window, right-click and select the Paste New PC Form option.