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Petty Cash Overview

Track money taken out of and put back into the cash drawer with petty cash transactions, and view, edit, or delete them as needed.

Written by Kate Biel

📝 Overview

Petty cash transactions are money taken out of the cash drawer, like when you buy coffee for your employees, and money put back in the drawer, like the change from that coffee purchase. Petty cash transactions don't appear in store sales totals, but they do appear in the overall cash balance. This feature lets you track miscellaneous money taken out of and put back in the cash drawer.

To find your petty cash transactions, click View Petty Cash Transactions from the Cash pull-down menu.

➕ Add a Petty Cash Transaction

You can add a petty cash transaction in either of two ways.

💰 From the Cash Menu

Record a petty cash transaction directly from the Cash pull-down menu.

  1. Click New Petty Cash Transaction from the Cash pull-down menu. If password protection is enabled, the petty cash transaction will be recorded for the employee who is logged in.
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  2. The Add Petty Cash screen appears.
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  3. Select the employee from the pull-down list.
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  4. Select a category from the pull-down list. There are two default choices:

    • Misc. Supplies

    • Found Currency

  5. Click the Edit button to add more categories, like a category called "Coffee."
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  6. Add a description of the petty cash transaction.
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  7. Enter the Type: whether cash is going into the drawer or coming out.
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  8. Enter the amount of the petty cash transaction.
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  9. Click OK.

📋 From the Petty Cash Tracking Screen

Record a petty cash transaction from the Petty Cash Tracking screen.

  1. Click View Petty Cash Transactions from the Cash pull-down menu.
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  2. Click the Add Petty Cash button.
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  3. The Add Petty Cash screen appears.
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  4. Follow steps 3-8 in From the Cash Menu above.
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  5. Click OK.

✏️ View or Edit a Transaction

After petty cash transactions are entered, you can view or edit them as needed. This option is typically used by the business owner or manager to review incoming and outgoing petty cash transactions.

  1. Click the petty cash transaction to view or edit.
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  2. Click the Edit Petty Cash button.
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  3. Make the appropriate changes, or just view the transaction.
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  4. Click OK when finished.

🗑️ Delete a Transaction

Deleting a petty cash transaction permanently removes it from the database.

  1. Click the petty cash transaction to delete.
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  2. Click the Delete Petty Cash button.
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  3. The Are You Sure? screen appears.
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  4. Confirm your selection and click the Yes button to permanently delete this entry from the database.

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