Petty Cash Filling – User Manual

Petty Cash Filling – User Manual

Petty Cash Filling – User Manual

Version: v.1.0.30.1
Prepared by: Issac
Date: 25/06/2025

Table of Contents

  1. Introduction

  2. System Requirements

  3. Logging In

  4. Petty Cash Filling Process

  5. Troubleshooting Common Issues

  6. FAQs

  7. Support

1. Introduction

The Petty Cash Filling process is used to transfer a specific amount from a bank account to the petty cash account. This is typically done to ensure sufficient cash is available for small, daily operational expenses. The process is managed through the Payments module and follows a controlled approval workflow to ensure accuracy and accountability.

2. System Requirements

  • Browser: Chrome 90+ or Firefox 85+

  • User Role: Finance Executive or Accountant

3. Logging In

  1. Open the Zealit ERP login page.

  2. Enter your username and password.

  3. From the dashboard, navigate to the Payments module.

  4. Alternatively, use the search bar at the top right to find the Payments screen.

4. Petty Cash Filling Process

Step-by-Step:

  1. From the Payments screen, click the Create New button.

  2. Select Other Payment as the payment type.

  3. Choose Bank as the Payment Mode.

     → The Paid Through field will now show all bank accounts mapped to the current agency.

  4. In the Payment Made field, enter the amount to be transferred to petty cash.

  5. Navigate to the Transaction Details tab and click Create New.

  6. In the Transaction Code field, select the appropriate Bank Main Code.

  7. A pop-up will appear. Fill in the following details:

 1. Bank Code - Petty cash account created in bank master
 2. Cheque Number - Cheque number used in this transaction
 3. Cheque Date - Date of the cheque
 4. Clearance Date
 5. Party Name
 6. Party Account
 7. Cheque Bank
 8. Cheque Branch
 9. Notes

  1. Once all the details are entered, click the Save button in the pop-up.

  2. Back in the Transaction Details grid, enter the amount you are transferring to petty cash.

  3. Review all fields carefully, and once verified, click Submit.

  4. The entry will be saved as a Draft and will require two levels of approval:

 - Level 1: Operational Approval
 - Level 2: Finance Approval

  1. After both approvals are completed, the payment is posted to accounts, and the petty cash account is updated accordingly.

5. Troubleshooting Common Issues

IssueSolution
Bank not showing in Paid ThroughCheck if the bank account is mapped to the selected agency
Unable to submit entryVerify all required fields and transaction amounts
Approval buttons not visibleEnsure user has the appropriate approval rights

6. FAQs

Q: Can I do this process from any screen other than Payments?
A: No, petty cash filling is handled only through the Payments module.

Q: Why are there two approval levels required?
A: To ensure control and validation when moving funds from bank to petty cash.

Q: What happens after submission?
A: The entry remains in draft until both operational and finance approvals are done.

7. Support

For technical support or process-related questions, please contact:
📧 helpdesk@aggrandizeventure.zohodesk.in

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