You can create cash transactions to record expenses that you paid for with cash or by using your personal credit card. Receipts can also be attached to cash transactions; for more information, see Attaching Receipts to a Transaction.
Note: Only users with a Card Holder role can create cash transactions.
For some transaction fields, the values are assigned automatically and cannot be changed. See Cash Transaction Fields for descriptions of these fields.
To see a list of all the cash and mileage transactions that have been saved in the past 7 days, you can run the Out of Pocket/Mileage system query on the Transaction List screen. For more information, see Performing a System Query for Transactions.
To create a cash transaction:
Select Transactions > Create > Personal Card/Cash.
If you have more than one card account, use the Account Number list to select the account you want to associate with the transaction.
Click the calendar icon to select the Transaction Date, or enter the date in this field using the mm/dd/yyyy format.
In the Description field, enter a brief description of the expense (maximum of 25 characters).
In the tax field(s), enter the amount of any taxes included in the expense. The number of tax fields that display depends on the settlement currency for the account (USD or CAD).
In the Total field, enter the transaction amount including any tax.
If an approval process is in place, select the Review check box to mark the transaction as reviewed.
To assign custom accounting codes to the transaction, select a chart of accounts from the Chart of Accounts list, then select or enter the segment values using the drop-down lists or text boxes that display. Fields marked with an asterisk are required.
Alternatively, if you have previously saved a chart of accounts favorite, you can select it from the Chart of Accounts list. The segment values associated with the favorite automatically display in the corresponding fields.
Note:If you select a favorite that includes a chart of accounts or a segment that has been removed completely, or removed from your scope of view, an error message displays to indicate which field is invalid.
Supply the values for any Transaction Custom Fields as needed, using the check boxes, drop-down lists, or text boxes that display. Fields marked with an asterisk are required.
In the Transaction Notes field, enter any additional information about the transaction (up to a maximum of 3000 characters).
To attach receipts to your cash transaction, click Save and Attach.
Otherwise, if you have no receipts to attach, click Save. The Transaction List screen displays, showing a list of the out-of-pocket transactions that have been created in the past 7 days, including the transaction you just created.