Set Up and Use Petty Cash (Desktop)

Petty cash is a nominal amount of money readily accessible for paying expenses too small to merit writing a check or using a credit card. A petty cash fund can be used for office supplies, cards for customers, flowers, paying for a catered lunch for employees, or reimbursing employees for expenses.

Every hotel may have its own way of managing its petty cash, this article will detail one way to include your petty cash in your Visual Matrix Report.

We will go through 3 steps:

- Creating a new General Ledger Category for the Daily Report Details

- Creating two new accounting codes

- Creating a new Guest Ledger House Account where you will post those codes

These 3 steps will ensure that the use of petty cash within the PMS is the same across all users and easily tracked. This will make using petty cash a more uniform and clean process.

Create a new GL Category

Path: Management > Setup > Accounting > Report Headings > Daily Detail Report Categories > Guest Ledger tab > Click on the last line to add a new account.

For the Category Code, you can use any number that is not already used.

Create two new Accounting Codes

Create two new codes. One for the item that will be bought with that petty cash and one code for the actual use of that petty cash.

The petty cash will be going OUT and not IN and as such the code will be set up like the cash refund.

Do not forget to link those codes to the new Daily Details Report Category that we created in the above step.

You can use any name for the Accounting code or Description that you wish.

The most important thing is to set up one Credit (CR) code for the item that is bought and one Debit (DB) code for the use of the petty cash that will be reported.

See screenshots below:

Create a new Guest Ledger House Account

Path: Management > Setup > Rooms > House Accounts > Guest Ledger House Accounts (on the right) > Double-click on the last line to add a new account

The House Account Code is limited to 6 characters

Using the codes

Any time, petty cash will be used, you will have to post it in the Guest Ledger House Account

Path: Front Office > Cashiering > House Account > Choose the new Petty Cash Account > Click View > you created and post the code in it

Reminder: A Guest Ledger House Account has to be at $0 to be able to get out of it and run the night audit without discrepancies in the Daily report.