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PETTY CASH SYSTEM

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System Highlights

  • Advance Petty Cash Request
  • Expenses Claim
  • On Spot Expense Reporting With Quick Capture Of Bill On Mobile
  • Real Time Visibility On Cash Balances
  • Real Time Cash Expenses / Post Submission Of Cash Expenses
  • Integration With Oracle ERP (AP Module / HRMS Module)
  • On Click Reconciliation & Reporting

Cash Advance V/S Expense Claim Overview

Inputs To The Claim Expenses Process:

  • Personal Money Spent
  • Cash Advance Requested

Defined Scenarios

A. Claim Expenses Without Cash Advance

B. Request Cash Advance

C. Claim Expenses With Cash Advance

High Level Requirement

Claim Expenses With Cash Advance

Claim Expenses Without Cash Advance

Advance Petty Cash Request

Approval Process

Petty Cash Approval Process

VAT Elements Covered In Petty Cash System

  • Employee Login To 'The Petty Cash System'
  • Submits The Petty Cash Claim With Support Bills For Approval
  • Approval Layers - Layer 1(Petty Cash Controller /Layer 2(HOD)/ Layer 3(Internal Audit)/ Layer 4(Finance Manager)

Supplier Name

Supplier State

Supplier Country

VAT ID

VAT Amount

VAT Report / Total Tax Report

  • Employee Login To 'The Petty Cash System'
  • Submits The Petty Cash Claim With Support Bills For Approval
  • Approval Layers - Layer 1(Petty Cash Controller)/Layer 2(HOD)/ Layer 3(Internal Audit)/ Layer 4(Finance Manager)

  • Employee Login To 'The Petty Cash System'
  • Submits The Petty Cash Requirement Request For Approval
  • Approval Layers - Layer1 (Petty Cash Controller)/Layer 2(HOD)/ Layer 3(Finance Manager)

On Approval Of Request -

- An 'AP Standard Invoice' is auto generated in AP Module

- Validation Of 'AP Standard Invoice' By Unit Accountant In Oracle

- Final Settlement In Oracle By Unit Accountant On 'Standard Invoice'

- Cashier Release Approved Petty Cash To Employee As Settlement

- Cashier 'Close' the 'Claims Request' In The System With Comments.

On Approval Of Request -

- An 'AP Standard Invoice' is auto generated in AP Module

- Matching Of 'Pre Payment Invoice' & 'AP Standard Invoice' By Unit Accountant In Oracle

- Final Settlement In Oracle By Unit Accountant With 'Credit Note' or 'Debit Note'

- Cashier Receive / Return Additional Cash To / By Employee As Settlement

- Cashier 'Close' the 'Claims Request' In The System With Comments.

On Approval Of Request -

- Petty Cash Amount Is Released By Cashier To The Employee

- Pre Payment Invoice Is Auto Generated In Oracle AP Module

Claim Expense Without Advance Cash Screen Sample

Scenario A: Workflow With Oracle Integration

Claim Expense Without Advance Cash Process

Claim Expense With Advance Cash Process

Claim Expense With Advance Cash Screen Sample

Scenario C: Workflow With Oracle Integration

Advance Cash Request Process

Scenario B: Workflow With Oracle Integration

Cash Advance Request Screen Sample

Petty cash funds have been around for a long time as a quick method of providing funds to employees that need to make a purchase for a company or as a reimbursement for expenses.

This is a 'Proposal' for ‘Petty Cash / Expense System’, in order to have a centralized standard system defined with set of policies , procedures , controls and forms within the group companies to dispense cash for various miscellaneous needs, such as office supplies and services.

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