Top-ups & Petty Cash Expenses

In this help you’ll learn how to manage the top-ups and expenses of a petty cash account.

Request Top-up

Top-up refers to adding more money to the petty cash account when its balance runs low. If your admin has configured approval for petty cash accounts, you can request top-ups to manage your petty cash expenses. To do this:

Go to your petty cash account under Travel & Expense on the left sidebar.
Click + New in the top right corner.
Select + Request Top-up from the dropdown.
Fill in the top-up request details:
- Date: Select the date for the top-up request.
- Amount: Enter the amount you require.
- Paid Through: Select the payment method your organisation will use to provide the funds.
- Reference#: Add a reference number if applicable.
- Notes: Explain why you need the top-up and how you plan to use the funds.
Click Request Top-up.

Your request will be submitted for approval. You’ll receive a notification when the request is approved or rejected. Once approved and paid, the funds will be added to your account balance, and you can use them to record expenses.

You can view the status of your top-up request in the Top-ups and Withdrawals tab of your petty cash account. Click on the top-up to see detailed information including:

Current status and approval history.
Who approved or rejected the request (for Custom Approval workflows).
Rejection reason (if applicable).
Payment details once the top-up is paid.

If your top-up request is rejected:

You’ll receive a notification with the rejection reason provided by the approver.
Open the top-up request from the Top-Ups and Withdrawals tab to read the complete rejection reason.
You cannot edit the rejected request. You need to submit a new top-up request.
Address the issues mentioned in the rejection reason when creating your new request.

Record Top-up

If your admin hasn’t configured any approval for the petty cash account, you can directly record your top-up. To do this:

Go to your petty cash account under Travel & Expense on the left sidebar.
Click + New in the top right corner.
Select + Record Top-up from the dropdown
Fill in the details:
- Date: Select the date when the funds were provided.
- Amount: Enter the amount being added to the account.
- Paid Through: Select the payment account from which the funds were provided. This helps track where the petty cash funds came from.
- Reference#: Enter a transaction reference number, cheque number, or receipt number.
- Notes: Add any additional information about the top-up.
Click Record Top-up. The top-up will be recorded.

Record Petty Cash Expenses

You can record expenses incurred from the top-up amount. To do this:

Go to your petty cash account under Travel & Expense on the left sidebar.
Click + New in the top right corner.
Select + Expense from the dropdown.
Select the Report to which you want to add this expense.
Select the date on which you want to record the expense.
Select the Merchant and the Category of expense.
Click Itemize if you want to itemize the expense.
Enter the Expense Amount.
Enter a Description and Reference#, if necessary.
Click Save and Close. The expense will be recorded.

Bulk Update Petty Cash Expenses

You can bulk update the expenses recorded in an petty cash account. To do this:

Go to your petty cash account under Travel & Expense on the left sidebar.
Under the Expenses tab, select the expenses you want to update.
Click Bulk Update.
Update the necessary details and click Save.

Delete Petty Cash Expenses

You can delete the expenses recorded in a petty cash account. Here’s how:

Go to your petty cash account under Travel & Expense on the left sidebar.
Under the Expenses tab, select the expenses you want to delete.
Click Delete.
In the pop-up, click Delete again to confirm your action.

Create Expense Reports

You can report the expenses incurred from the top-up you received. Here’s how:

Go to your petty cash account under Travel & Expense on the left sidebar.
Select + Report from the dropdown.
Enter the Report Name.
Enter the purpose of the report.
Select the Duration of the report.
Click Save. The report will be saved in the draft status. You can add expenses to it and submit it for approval.