Disburse petty cash voucher

1. Overview & Business Value#

This comprehensive operational guide details the architecture, business workflows, configuration parameters, and execution steps for Disburse petty cash voucher within SmartERP.

This guide is for Petty Cash Custodians disbursing cash for day-to-day office expenses.

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2. Prerequisites & Security Access Groups#

• Required Modules: account, smarterp_finance, smarterp_ethiopian_payroll
• Security Groups:
  • Show Full Accounting Features (Technical ID: account.group_account_user)
  • Billing Administrator / Financial Controller (Technical ID: account.group_account_manager)
  • Chief Financial Officer / Auditor (Technical ID: account.group_account_readonly)
• Master Data Dependencies: Chart of accounts, statutory tax definitions (VAT 15%, WHT 2%/30%), payment terms, and open fiscal periods for Company 1 (Ashewa Technology Solutions S.C.).

3. Step-by-Step Configuration & Execution#

Step 1: Navigating to the Module Interface#

1. Log into your SmartERP instance at https://smarterp.et/odoo.
2. Open the main App Switcher (grid icon in the top-left corner).
3. Select the Accounting app icon.
4. From the top navigation bar, open Accounting → Customers / Vendors / Accounting / Configuration.

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Step 2: Creating and Parameterizing Records#

1. Click the New button in the top-left control panel.
2. Complete the mandatory fields in the record form:
   • Name / Reference (Mandatory): Unique identifier or auto-generated voucher sequence number
   • Accounting Date (Mandatory): Effective posting date falling within an open fiscal period
   • Journal (Mandatory): Designated financial journal (Cash, Bank, Customer Invoices, Vendor Bills, Miscellaneous)
   • Partner / Entity (Mandatory): Registered customer, vendor, or employee partner record (res.partner)
3. Configure optional operational parameters and localized tags as required:
   • Analytic Distribution (Optional): Cost center or project allocation percentage
   • Tax Treatment (Optional): Statutory withholding tax or VAT exemption certificate
   • Payment Reference (Optional): Commercial bank transaction reference or cheque number
4. Click the Save icon in the control bar to commit the record.

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Step 3: Validating and Processing Transactions#

• State Transitions: Execute operational state progression (Draft → In Payment / Confirmed → Posted / Reconciled).
• Ledger & System Impact: Generates immutable double-entry journal items (account.move.line) updating general ledger balances, trial balance, and statutory tax registers.
• Audit Verification: Automated recording of author ID, timestamp, and immutable revision history.

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Create a Petty Cash Voucher (PCPS / Form 3.4)#

1. Open Petty Cash → Operations → Vouchers and press New.
2. In Petty Cash Fund, select the active fund.
3. In Paid To (paid_to_id), choose the employee or supplier receiving cash.
4. In Date, select today's date.
5. In Amount (In Figure), enter the disbursement amount: e.g. ETB 850.00.
6. The system calculates Amount in Words automatically.
7. In In Settlement Of (Reason), specify the business purpose: e.g. Emergency courier & post delivery fees.
8. Under Accounting Lines, specify the expense account: 620300 - Postage & Courier Expense.
9. Attach scanned copies of the vendor cash receipt and cash register machine (CRM) fiscal slip.
10. Press Verify.

Obtain signatures and pay#

1. Print the Petty Cash Payment Slip (PCPS).
2. The beneficiary signs the Received By line upon taking cash.
3. The department head signs the Approved By line.
4. Press Approve & Post. The fund's available physical balance reduces by ETB 850.00.

4. Advanced Configuration Points#

• Automated Actions & Scheduled Tasks (Crons):
  • Account: Automatic reconciliation (account.ir_cron_auto_reconcile): Runs nightly to match open ledger transactions
  • Asset: Compute depreciation lines (account_asset.ir_cron_compute_depreciation): Runs monthly on the 30th to compute fixed asset depreciation schedules
  • Tax: Generate VAT and WHT schedules (smarterp_finance.ir_cron_tax_schedules): Runs monthly to prepare MOR tax return summaries
• Custom Print Templates & Reports:
  • Official Cash Receipt Voucher (CRV)
  • Bank Payment Voucher (BPV) & Cheque Payment Voucher (CPV)
  • Withholding Tax Certificate (Form 3.4)
  • General Ledger & Trial Balance Audit Schedules
• Multi-Company Rules: Record-level security isolation under Company 1 (Ashewa Technology Solutions S.C.), preventing cross-company ledger leakage across parent and subsidiary legal entities.

5. Comprehensive Troubleshooting Matrix#

Next#

• Replenish fund: Replenish petty cash fund.
• Review reports: Financial dashboards and reporting.