Use the Petty Cash Quick Payment Application form to create distributions and apply vouchers to petty cash payments.
To create distributions:
Vendor
Specify the number of the vendor for which you want to add a payment.
Vendor [Name]
The vendor name associated with the vendor number is displayed.
Type
Select Wire Payment, Standard Check, or Manual Check.
Number
The check or wire number is displayed.
Seq
Specify the sequence number for this payment. this number is used to keep the payments in numerical order.
Date
Specify or select the check or wire date, or accept the default of the current date.
Vendor [Currency]
The vendor currency code is displayed.
Domestic [Currency]
The domestic currency code is displayed for reference.
Bank Code
The default bank code is displayed for the vendor. You can change it when adding new payment records.
Vendor Payment
Specify the check or wire amount for the current payment.
Exchange Rate
The exchange rate between the domestic currency and the vendor's currency is displayed for the payment. For open payments, you must book a gain/loss transaction if the exchange rate on the payment is different than the exchange rate on the voucher or adjustment. The payment posts to A/P Posted Transactions with the same exchange rate on the voucher or adjustment. The payment posts to A/P Posted Transactions with the same exchange rate as the open payment. The voucher is not revalued.
Domestic [Payment]
Specify the check amount of the payment being made to this vendor. The vendor's balance is reduced by this amount.
Bank Currency
The currency of the bank code is displayed for reference.
Applied
This field shows the amount of a payment that has been distributed.
Vendor Pay Type
The vendor's payment type is displayed.
Remaining
The amount minus the sum of the selected vouchers' Applied field is displayed.
Notes
Specify additional information about the payment.
G/L Reference
Specify a description of the payment for reference. It posts to the G/L as part of the transaction posting. after a payment is posed to G/L, the reference is the best way to determine where it originated. The default reference is APP#, where # is the vendor number. The reference code must begin with AP, otherwise, the void utility does not function.
Click Save. The distribution is created.
To apply vouchers to petty cash payments:
Open the Petty Cash Quick Payment Application form.
From the grid on the left, select a petty cash payment.
This information is displayed for each available voucher:
Type
The transaction type is displayed:
Voucher
The voucher number associated with the distribution is displayed.
Site
The originating site of the transaction is displayed.
PO
The purchase order number that authorized the purchase from the vendor is displayed for reference.
Check Number
The associated check number is displayed.
Invoice
The invoice number is displayed.
Invoice Date
The invoice date is displayed.
Aim to Pay
The domestic currency amount to apply is displayed.
Discount OR Sales Tax
This field is either Discount or Sales Tax depending on what was specified on the Petty Cash Payment Distributions form. Either the discount amount taken on the payment is displayed or the sales tax is displayed.
Goods Receiving Note
The Goods Receiving Note number for the current pending voucher line is displayed.
G/L Reference
The G/L reference number of the selected transaction is displayed.
Click Distributions to open the Petty Cash Payment Distributions form.
Click Payments to open the Petty Cash Payments form.
Click Select All to select all voucher rows.
Click Deselect All to deselect all voucher rows.
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