GMS4 - Petty cash

Welcome to grants full section
6. This time we're going to be

doing a Journal which is
actually for petty cash, but for

those of you that don't have
petty cash, you can just

obviously use the experience of
doing the practice of doing a

Journal and you do need to know
how to reverse a Journal, which

is the second step. There began
to be doing here. So as we've

been doing for all of the other
journals, you need to get back

to your. Navigation screen
and you need to go into your

interactual's.

And as as you've been doing,
you need to put in a batch

that so your Department code
your initials.

And the date.

K and then whatever number
you are as you progressing

through the day for me is
going to be #1.

And then we're going to have
your ending date, which is the

same as any Journal that
you've been doing, and always

goes back whichever date you
choose. It chooses the Sunday

closest to that date.

You can leave your classes
miscellaneous, but please do

remember to change your
description. In this case, we're

doing petty cash, so I'm going
to put the petty cash. And let's

say that this is October.

2020 I guess that's how heading
for our Journal and then you go

into your expenditure.

OK, it's obviously this is
petty cash, so you don't need

to worry about the employee and
you just want to enter your

organization, then you tab
until you get to the expansion

item date. If you need to
change it, you can do that.

Otherwise you can leave it at
the default. You do need to

know what your project number
is.

And again, you need to know your
task number and if you just put

in the RG Anna tab then it
should pull up. If you've got

the right project number in the
right task number, it will pull

up your Ward number. If it
doesn't, it usually indicates

that there's something wrong.
We're going to put in there.

This is petty cash. It's
probably going to go under

other costs, so I started to
type in. I type to TH and then

I pressed my tab key and it
brought up my allowable well.

It brings up everything that
you could have. Doesn't

necessarily mean that your
organization will allow this.

Sorry, not the organization.
Whether this project will

actually allow this type of
expenditure, so just let me

just choose this one just as an
illustration.

And I'm going to put in here
however much I need to put

against this particular.

Comment and then you need to put
in here something, um.

What next? Put in here?

So it's unlikely these days that
she would have bought postage

stamps, but who knows.

K then you would enter your.

You would enter your cost center
I whichever it is. So usually it

will be your either your
research cost center or

whichever. One you could
possibly it could be from

your research activity. You
have to know this. I mean you

have to get this from your
line manager. So depending on

where it is that you're going
to be charging this to, then

you can put in your source of
funds OK and you'll

transaction for pity cash.
Your transaction code is

going to be EZH.

OK.

If you are in one of our MRC
units, you actually going to.

You'll be different to the rest
of of the Department. OK, so

here you will definitely choose.
BA would have for your

Department. Code is plus BA. As
I said, the other department's

might have chosen AA there and
instead of your source of funds

being AA, you will choose the
balance sheet source of funds

which are 00.

00 let me just show you here.

OK, so that would be for MRC
unit and you would choose. Your

transaction would be SPAAOK so
that because mercy units work

differently. Yours as you are
coming directly out of the

balance sheet. So which is why
you're going to be working with

those two codes for the other
department's as as I say, it

will be whichever whichever
costs into that you've been told

to use. Typically it'll be or
AAAA source of funds.

And you'll use the balance sheet
code E. Zed, zed H.

OK. I remember when you it
automatically gives you another

line, so you just need to press
your up arrow on your keyboard

and it'll remove that an issue.
Obviously be wording petty cash,

you would probably have a whole
lot of lines that you need to

enter there and then you just
need to go in and change your

amounts. Annual description your
comment and then you may need to

change your. You probably
wouldn't need to actually change

any of your GL account code on
the other side there. OK, so if

you're happy with your line of
your balance sheet then you can

save it. Same as you've been
doing with your other journals.

Close this window and go back to
this one. Don't forget that you

need to submit.

And then you need to release.

OK, so it works exactly the same
way as any of your other

journals that you've been doing,
but the only difference is that

you've got a specific
transaction code to use if

you're for most of the
Department in the University, E.

Zed, zed H. Your petty cash

transaction code. If you're
in a MI C unit, you've got

to use your balance sheet.

Translate source of funds
and your transaction code in

order to get your pity cash
sorted out.

OK so um.

That's it, doing a petty cash
Journal. Now when you want to

reverse the Journal and this
works the same whether it be

petty cash or any of the
other journals that you might

have been working on. You
need to again go into your

interactual's.

And you need to find the
batch that it is that you've

been working with.

OK, you need to wait till
this comes up. Here you use

your little torch which is
your fine button.

OK, and then you put in your
batch here. You obviously know

you'll Department and you know
your own initials, hopefully.

After having said that.

If you know the date that you
put it in, you could paint some

more information in there if
you're not sure about the date,

you can actually just leave it
like that and use the find.

K.

If you are, if you don't use
the. If you enter or use the

tab, it doesn't. It won't
actually find anything.

For you so you do need to
pull that up.

OK, it's not got my batch
here, so I'm actually going

to just stop here.