Petty Cash Account - Overview

Petty Cash Accounts in Zoho ERP lets you manage small business expenses using pre-allocated funds from your organisation. Instead of paying out of pocket and waiting for reimbursement, you can use petty cash funds to make purchases and record the expenses directly against your account.

When you’re assigned a petty cash account, you can:

Record expenses against the account balance.
Request additional funds (top-ups) when the balance is low.
Create expense reports from your petty cash transactions.

Account Owner vs Account User

There are two roles for employees using petty cash accounts:

Account Owner

When you’re assigned as an account owner, you have full control over the petty cash account. You can:

Record expenses from the account.
Request top-ups when you need additional funds.
Add or remove account users who can share the account.
Create expense reports from petty cash transactions.
View complete transaction history and account balance.

Account User

When you’re assigned as an account user, you can use the petty cash funds but with limited management capabilities. You can:

Record expenses from the account.
Create expense reports from petty cash transactions.
View transactions and account balance.

Access Your Petty Cash Account

When a petty cash account is assigned to you, it appears in your Employee Portal under Travel & Expense. The account is listed by its account name.

To access your petty cash account:

Go to the Employee Portal of Zoho ERP.
Your assigned petty cash accounts will be listed under Travel & Expense on the left sidebar.
Click the account name to view the account details and transactions.
If you’re assigned to multiple petty cash accounts, each account will appear separately in the sidebar. Click the account name to switch between accounts.

Petty Cash Dashboard

When you open a petty cash account, you’ll see the account workspace with the following information:

Account Information

Account name: The name of the petty cash account.
Status: Whether the account is Active or Inactive.
Account owner: The name and email address of the account owner.
Account balance: The current available funds in the account.

Transaction Tabs

The account workspace has four tabs to help you manage and view transactions:

Expenses: View all expenses recorded from this petty cash account. You can filter expenses by status, date, category, or amount.
Top-Ups and Withdrawals: View the history of funds added to or withdrawn from the account. This tab shows when top-ups were requested, approved, and paid.
All Transactions: View a combined list of all expenses, top-ups, and withdrawals for the account.
Reports: View expense reports created using funds from this petty cash account.