Banking, Cash & Petty Cash

6. Petty Cash Transactions, Replenishment and Reconciliation

Running the fund day to day

Petty Cash Transactions on the PettyCashTransactionsPage capture disbursements and replenishments, each tracked with a category. The page supports actual-cash-count reconciliation, meaning the recorded balance can be checked against the physical cash counted in the tin.

When a fund runs low, the Replenishment Workflow — surfaced on the PettyCashReplenishmentsPage — covers request, approval, and payment tracking. A custodian requests a top-up, the request is approved, and the payment is recorded, restoring the fund toward its authorized limit.

At period end, Reconciliations on the PettyCashReconciliationsPage perform a cash count and track variance. The custodian counts the physical cash, enters the actual count, and the system compares it with the expected balance so that any shortfall or overage is identified and explained.

A representative cycle:

1. Record disbursements against categories as cash is spent.
2. Submit a replenishment request when the balance falls.
3. Approve and pay the replenishment to refill the fund.
4. Perform a period-end reconciliation, counting actual cash and recording the variance.

This disciplined loop keeps small cash spending controlled and auditable, while variance tracking makes discrepancies visible rather than letting them accumulate silently.