Petty Cash Disbursement

Petty Cash Disbursement is an accounts posting screen.

The posting code shown for this type of posting is PCD.

It is used for posting cash debits and credits incurred on behalf of the client. It affects the Office ledger, Disbursement ledger, Nominal ledger — petty cash control nominal, and VAT control nominal if applicable.

For other disbursements payments use Disbursement posting.

Examples

Creating the posting:

  1. Open ALB.

  2. Select a batch, if required.

  3. On the Postings menu, click ad then Petty Cash Disbursement.

  4. Enter the details as required.

  5. Click Save & Exit to save the posting and close the screen, or Save to save the posting but leave the screen open for another posting.

  6. When you save the posting, if the matter has any unpaid, billed disbursements that have the same VAT status as the disbursement you have defined, those unpaid disbursements are displayed on Unpaid Billed Disbursements.

    If the disbursements you have defined does not relate to unpaid disbursements, it is a reminder that unpaid disbursements exist.

For details of how to use the feature to pay unpaid disbursements, see Paying unpaid, billed disbursements.

Field

Description

Petty Case Disbursement

Ref

Client and matter reference.

If screen is opened from Accounts Enquiry with a matter displayed, Ref: is pre-populated.

Alternatively, click to use client or matter searches, to view the client's other matters, if any, or for recent and favourite matters.

Desc

Description of the matter, hyperlinked to the matter record.

If screen is opened via Accounts Enquiry with a matter displayed, Desc: is pre-populated.

Client

Client associated with the matter, hyperlinked to the client record.

If screen is opened via Accounts Enquiry with a matter displayed, Client: is pre-populated.

Date

The date for the posting.

Disb Type

Select the type of disbursement to be paid using petty cash.

Description

Automatically populated with a description of the disbursement type you selected at Disb Type.

The description will show on ledger screens.

Reference

Type a reference for the payment, for example, Cash. This will be displayed on ledger screens.

Debit/Credit

Defaults to Debit.

For a credit related to a petty cash disbursement, type C to change to Credit.

Amount

Type the gross amount to be paid.

VAT Y/N

Defaults to No.

If the disbursement is VATable, type Y to change it to Yes.

Rate

VAT rate that applies to the disbursement. Select the rate as necessary.

Rate field only appears when you select Yes for VAT Y/N and press Tab.

VAT Amount

Amount of VAT that applies to the disbursement and is included in the gross figure in Amount.

VAT Amount field only appears when you select Yes for VAT Y/N and press Tab.

Matter Balance

Displays the current office balance for the matter, taking into account the transaction you have defined.

This will update when you type the Amount and press  the tab button.

Narrative tab

Narrative

If you want to record notes about the transaction, use the Narrative tab.

You can read the notes by double-clicking the transaction on Accounts Enquiry and, on the resulting screen, viewing the Narrative tab.