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Petty Cash Report

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This screen is specifically designed to help users search petty cash report records, enhancing their ability to find accurate results efficiently.

1.1 Search for Petty Cash Reports​

Step-by-Step Guide​

Step 1: Access the Petty Cash Report Section​

  • Navigate to the main menu and click on "Accounts".
  • Go to "Reports" and select "Petty Cash Report".

Step 2: Understanding the Search Fields​

The Petty Cash Report Search screen allows users to generate detailed reports using the available filters.

  • From Date (Date Field - Mandatory): Select the starting date for the petty cash report.
  • To Date (Date Field - Mandatory): Select the ending date for the petty cash report.
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By default, the From Date is set to the first day of the current financial year, and the To Date is set to the current date.

Step 3: Start Searching​

Once all necessary inputs are provided, click on "Search" to generate the report.

Step 4: Understanding the Search Results Table​

The Petty Cash Report Search Results Table displays detailed records based on the applied filters. Each column is described below:

  • Transaction Date: The date the petty cash transaction was recorded.
  • Transaction Type: Indicates the type of transaction — such as OPENING BALANCE, CASH IN, or CASH OUT.
  • Cash In: Amount added through the Petty Cash Transaction screen under the Cash In category.
  • Cash Out: Amount recorded as outgoing petty cash via the Miscellaneous Payments screen, categorized as PETTY CASH.
  • Remarks: Optional remarks and description added in the Petty Cash Transaction screen.
  • Running Balance: Calculated step-by-step, starting from the opening balance, adding Cash In, and subtracting Cash Out.

Step 5: Opening Balance, Cash In, and Cash Out Calculations​

🔹 Opening Balance Calculation​

  • Find the Last Opening Balance:

    • Locate the most recent OPENINGBALANCE entry on or before the day prior to the selected From Date.
    • These rows are highlighted in green in the report.
    • Example:
      If the report is generated for the period from July 1st to July 15th, the system searches for the last OPENINGBALANCE before July 1st.
      Suppose the last recorded opening balance was on June 15th.
      The system will then compute the June 30th closing balance as follows: 
      June 30th Closing Balance = 
      June 15th Opening Balance 
      + Cash In (from June 15th to June 30th) 
      - Cash Out (from June 15th to June 30th)
      This calculated June 30th closing balance is considered as the Opening Balance for July 1st.

  • Sum of CASH IN Transactions:

    • This is the total of all CASHIN entries recorded for the period.
    • Example:
      Suppose the report is generated for July 1st to July 15th, and the last OPENINGBALANCE was recorded on June 15th.
      The system will calculate the total CASHIN from July 1st to July 15th. 
      Total CASH IN = 
      Sum of all petty cash added (type: CASHIN) 
      between June 16th and June 30th

  • Subtract CASH OUT Transactions:

    • Sum of CASHOUT amounts from the Miscellaneous Payments screen (where type = PETTY_CASH) in the same date range.

  • No Opening Balance Found:

    • If no opening balance exists for the selected From Date, the system assumes:
      • Opening balance is 0
      • System-generated Cash In and Running Balance is 0
      • Remarks: System Calculated Petty Cash
    • These rows are highlighted in light blue.

🔹 Cash In Calculation​

  • Refers to all incoming petty cash entries recorded in the Petty Cash Transactions screen under the CASHIN type.

🔹 Cash Out Calculation​

  • Refers to all expenses recorded from petty cash via the Miscellaneous Payments screen under the PETTY_CASH.

🎉 That’s It!​

You’ve successfully learned how to search and interpret Petty Cash Reports using the DMeX app.

For further assistance, please contact the Support Team.