Petty cash: manager to Accounts — full workflow

Welcome to ClubPilot. This walkthrough follows Petty Cash all the way through from the club manager to accounts and final monthly sign off. Every name and transaction in this training example is fictional. First, we're viewing ClubPilot as a club manager. From the left menu, click Petty Cash. Check the club and the month displayed at the top. If you manage more than one location, choose the correct one. On the first of the month, click Count the float, count the notes and coins physically in the tin. For this example, enter two $50 notes, two $20 notes and one $10 note. The total is $150. Check the figure against the opening float and click Save. Now we'll record a purchase, click Add Purchase. Enter the date shown on the receipt, $18.70. The employee, the shop and a description such as cleaning supplies. Tick receipt kept only if the receipt is actually held. Then click Save. The purchase appears in the monthly list. Look at the entries paperwork buttons. If the receipt has genuinely been sent to the accounts team, select Sent to Accounts. This records the handoff, but it does not itself email the receipt or automatically post anything into Xero. Your normal receipt delivery process still applies. Next, click Add Money In. Enter $45, the correct date, the employee's name and what the money was for. Tick entered in Kounta only once that separate task has actually been completed. Click Save. Now check the summary. We started with $150. Add $45 received, subtract $18.70 spent and the system calculates $176.30 as the amount that should be in the tin. Let's switch to a fictional accounts test user. Accounts opens the same club and month under petty cash. They can review the transaction list and the paperwork card to see receipts recorded, receipts sent to accounts and what has not yet been entered in Xero. After checking the supporting paperwork and entering the expense in Xero, an authorised accounts user opens the purchase entry and records the actual entered into Xero date. They save the change. The paperwork progress now shows that the purchase was entered. ClubPilot tracks this step. It doesn't secretly carry out the Xero entry. Back at month end, the club manager reviews all entries, receipts and the float check. In our example, the tin should hold $26.30 more than the standard float. Once that excess has actually been taken to the bank, click Record Banking, enter $26.30, choose the banking date and click Save. The expected tin balance is now $150. Next, click Count Cash. Count every note and coin still in the tin. Enter the quantities and compare the counted total with should be in the tin. If it doesn't match, investigate and add a note. Click Save. Now switch to the area manager or authorised accounts or administrative view. The reviewer opens the monthly, petty cash sheet, checks the transaction's receipts, banking and actual cash count. Then clicks Mark Month checked. This closes the month. A normal club manager records the day to day work but cannot perform this final check unless their permissions allow it. Once closed, the monthly record stays visible with who checked it and when. An authorised reviewer can reopen it if a correction is necessary. The closing balance carries forward as the next month's opening balance unless an authorised person adjusts it. Finally, if the first of month count is missing, ClubPilot displays a reminder for the appropriate manager. Remember, recording an expense, entering it in Xero, banking excess cash and signing off the month are separate actions with separate owners. That's the complete petty cash workflow. Count the float, log movements, send and reconcile paperwork. Bank, any surplus, count the cash and complete the review. Thanks for watching.