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Enable Petty Cash Accounts and Configure Preferences

Enable and Configure Preferences

You need to enable the Petty Cash Accounts module in your organisation first.

Note: Petty Cash Account is available only for organisations using the India edition of Zoho Expense.

To do this:

  • Navigate to the Admin View.
  • Go to Settings on the left sidebar.
    (OR)
    Click the Gear icon at the top right side.
  • Select Modules under Customization.
  • Click Petty Cash Accounts from the list of modules.
  • Click Enable. On the next page, you can configure the basic preferences for petty cash accounts.
  • Select the policies applicable for petty cash. Employees can associate one of these policies while creating reports for petty cash expenses and submitting them for approval.

Note: Only employees associated with these policies can submit reports for petty cash expenses.

  • Select the expense types for petty cash accounts. Only expenses with categories associated with the selected expense types can be added to a petty cash report.
  • Set the Low Balance Alert Threshold. Whenever a petty cash account reaches this limit, email and in-app notifications will be sent to the account owners alerting them that their account balance is low and requires a top-up.
  • Apart from the account owners, if you want to notify other users in your organisation you can add them to the Notify Other Users field.
  • Check the Allow account users to manage their petty cash top-ups box if you want account users to request or record top-ups for the petty cash account, without having to go through the account owner.
  • Click Save. Petty Cash Accounts will be enabled for your organisation with the configured preferences.

Top-Up Fields

When requesting or recording a top-up in Zoho Expense, you may be prompted to enter data in several fields. These fields might not be required or sufficient for your organisation. To make your petty cash top-up process more efficient, Zoho Expense provides you with the ability to customise existing fields or add more fields based on your organisation’s needs.

You can add more fields by creating custom fields to receive additional information and choose the input fields your users would view. You can also choose to make these fields mandatory.

Configure Top-Up Approvals

After enabling the Petty Cash Accounts module, you can configure the approval type for the top-up requests in petty cash accounts, if required.

To do this:

  • Navigate to the Admin View.
  • Go to Settings on the left sidebar.
    (OR)
    Click the Gear icon at the top right side.
  • Select Modules under Customization.
  • Click Petty Cash Accounts from the list of modules.
  • Go to the Approvals tab.
  • Select the appropriate approval type for the petty cash top-ups. You can either choose No Approval, Simple Approval, or Custom Approval.

No Approval: Account owners can directly record top-ups for petty cash accounts without needing approval from admins.

Simple Approval: In this approval flow, only admins can approve the top-up requests. Read our help document on Simple Approval to know more.

Custom Approval: You can set up your own approval flow for top-up requests based on one or more criteria. Read our help document on Custom Approval to know more.

  • Once done, click Save.

In Zoho Expense, there are default buttons that are used to execute pre-defined functions. If you want to create a new button apart from the default buttons provided in Zoho Expense, you can create a new custom button for top-ups and define a set of custom actions that can be executed when you click the custom button.

Custom links are external links that you can configure in Zoho Expense, which when clicked, will take you to external websites or resources in a new tab. You can also add placeholders in these links to redirect users to a specific top-up or page.

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