Cash Books and Expenses

Create a cash book

Cash books separate money by the account or till being controlled.

1. Open Cash Books and select Create New Cashbook.
2. Enter a clear, unique name.
3. Select the correct currency.
4. Enter the verified opening balance.
5. Obtain approval, save once, and confirm the displayed cash-book balance.

Do not use the opening balance to hide an unexplained difference.

Request an expense

1. Search existing requests first.
2. Select New Request.
3. Select the supplier and expense category.
4. Enter the requested amount, reference number, and useful comments.
5. Recheck the evidence and submit once.
6. Confirm the request code and status, then follow the approval process.

Record an expense

1. Confirm the expense occurred and has valid supporting evidence.
2. Select New Expense.
3. Enter the expense date, supplier, amount, actual payment method, category, reason, reference or invoice number, and description.
4. Use Save as Draft when review is incomplete. Use Submit only when the record is ready for approval or posting.
5. Verify the code, amount, category, supplier, status, date, and creator.

Never split, duplicate, or re-date an expense to avoid an approval limit. Match cash-book movement and expense reports with the physical or bank evidence.