Process Replenishment Checks

Once receipts have been entered, and the funds in the Petty Cash Purchase Order depleted, the 'manage Petty Cash Purchase Order' displays a "Prepare for Replenish Check Printing" button.  When this is clicked, the system will automatically process a check for the total of all receipts that have been entered since the last replenishment (or initial funding of the PO).  This will replenish the PO back to its original value.  You will repeat this process throughout the year as you process petty cash receipts and payments.

1.  Go to the Budget→Expenditures→Petty Cash screen and click button for the Petty Cash Purchase Order you wish to replenish:

This brings up the 'manage Petty Cash Purchase Order' screen for your selected PO.

2.  Click the  button:

3.  This brings up a "Prepare Batch" confirmation dialog:

4.  Click on the  button to continue. This creates the payment batch, adds the new replenishment check to the Petty Cash History and displays a "batch created"

  information dialog:

Click Close to dismiss this message.

5.  There is now a link to go print the check and the status for the affected receipts as well as the generated check is "Pending":

6.  Click on the "Go to Print Checks Screen for Petty Cash" link.  This brings up the Print Checks screen. There will be an entry for each receipt being paid:

7.  Print/Pay the Checks as you normally would.  You must do this to finish the replenishment process.  

8.  Return to the Manage Petty Cash Purchase Order to see that all affected receipts, and the replenishment check, now have a status of "Processed":

9.  There should be no unpaid receipts at this point.  You can also view the General Ledger entries for these transactions by clicking the Tax Id.  See Viewing General Ledger Entries for Petty Cash Transactions below.