Petty cash
Log ad-hoc cash and card spend across outlets, track each outlet's float, and review purchases against receipts.
Petty cash is the ledger for the small, off-PO purchases an outlet makes day to day — a top-up of vegetables from the local market, a quick repair, cleaning supplies. Each spend is logged as a single entry against a location, priced in INR, and moves from logged to reviewed once a reviewer signs it off. The screen also tracks how much of each outlet’s cash float is left.
Note: what you see depends on who you are. Staff who can log but not review are scoped to their own outlet — the list and the KPIs show only that outlet. Reviewers (anyone with the review permission) see every outlet. Logging needs
pettycash:write; reviewing and setting floats needpettycash:review.
Logging a spend
The Log purchase button opens a form for recording one ad-hoc cash or card purchase.
- Pick the outlet (and department). Choose which outlet the spend belongs to, and optionally a department (Bar, Kitchen, …). If you leave the outlet blank, it defaults to your own outlet — staff scoped to one outlet don’t need to pick. An outlet is required either way: a spend with no resolvable outlet is rejected.
- Enter shop, amount, and category. Shop / vendor (e.g. “Sharma Vegetables”) and Amount (₹) are the two required fields — the shop must be non-empty and the amount must be greater than zero. Category is picked from a fixed list of ad-hoc buckets: Produce top-up, Dairy top-up, Repairs & maintenance, Cleaning & consumables, Stationery & print, Gas & fuel, Staff welfare, and Miscellaneous.
- Record how it was paid. Paid via is one of Cash, UPI, Card, or Personal. The method matters for float tracking — only Cash spends draw down an outlet’s float (see below). A Personal payment (someone paid out of pocket) is flagged in amber wherever the entry appears.
- Add the optional details. Items bought, Paid by (who made the purchase), a free-text Note, and a Receipt photo are all optional. The receipt is captured from the camera or photo library and compressed before upload.
When you submit, the entry is created with status logged, an outlet, and an
auto-minted PETTY doc number.
Receipt photo — an optional photo of the receipt. Once uploaded, the entry carries a paperclip marker in the list and a “Receipt added / attached” line in its detail — a quick visual cue for reviewers that there’s proof behind the spend.
Floats and remaining balance
A float is the physical cash advanced to an outlet to spend from — an admin-set opening balance, configured per outlet (and with one tenant-wide default). It is not the amount left; it’s the starting kitty.
As cash purchases are logged, the summary tracks cash spent per outlet for the month and derives what’s left:
remaining = float − cash spent (MTD)
Only purchases paid via cash count against the float. UPI, card, and personal spends are tracked in the totals but don’t draw down the float, since they didn’t come out of the cash kitty.
If no float is configured for an outlet, the tenant-wide default applies; if that isn’t set either, the system falls back to ₹6,000. Setting an outlet’s float (or the tenant default) requires the review permission.
The month-to-date summary
A KPI band heads the page, summarising the current calendar month (entries from the first of the month onward). For staff scoped to one outlet, these numbers cover only that outlet.
- Spent · MTD — total spend this month across all logged entries, with a count of how many purchases that spans.
- Petty-cash out — total cash spent this month — the portion that came out of outlet floats (UPI/card/personal excluded).
- To review — how many entries are still logged and awaiting review.
- Top category — the category with the highest month-to-date spend, and its total.
The summary also carries the per-outlet float breakdown (float, cash spent, and remaining for each outlet that had cash spend this month).
The logged → reviewed lifecycle
Every entry has exactly two states. There is no approval/rejection step — review is an acknowledgement that a reviewer has seen the spend and its receipt.
| State | Badge | Meaning |
|---|---|---|
logged |
NEW | Recorded by whoever made the purchase; counts toward To review. |
reviewed |
REVIEWED | A reviewer has signed it off; stamped with who reviewed it and when. |
- An entry is logged. Anyone with
pettycash:writerecords the purchase. It lands as logged and shows a NEW badge. - A reviewer opens it. Tapping an entry opens its detail — amount, outlet, department, shop, paid via, paid by, items, note, and whether a receipt is attached.
- Mark reviewed. From the detail, Mark reviewed (review permission only) moves the entry to reviewed, recording the reviewer and timestamp. The action is one-way: there’s no un-review.
Finding an entry
The list shows newest entries first — stacked cards on mobile, a table on wider screens. You can filter by paid via and by outlet, and search free-text across shop, category, note, items, doc number, and paid-by. Filtering and search run over the entries already loaded for you, within your visibility scope.
Warning: petty cash is a record of cash and card spend, not a stock document. It does not move inventory, post to the stock ledger, or affect stock value. For a market top-up that should land in stock, use the normal receiving flow, not a petty-cash entry.