ANTE User Manual

Petty Cash Holder Operations

Once an employee has been assigned a petty cash fund, you manage their running balance through four money operations: Refill, Deduct, Transfer, and Return to Fund. Each operation opens its own dedicated form, records a reason, and posts a movement to the holder's transaction history.

Overview

A petty cash holder's balance changes over time as cash is topped up, spent, moved, or sent back. The four holder operations cover every one of these movements:

  • Refill - Top up the holder's balance from a fund account.
  • Deduct - Draw down the balance to record cash that was spent.
  • Transfer - Move funds from this holder to another petty cash holder.
  • Return to Fund - Send unused cash from the holder back to a fund account.

Every operation requires a Reason so each movement is explained in the holder's history, and every operation shows the holder's current balance at the top of the form for reference.

Finding These Operations

All four operations are launched from a holder's detail page:

  1. In the sidebar, go to Treasury → Petty Cash → Holders.
  2. Click the holder's row to open their detail page.
  3. Scroll to the Actions section.
  4. Click Refill, Deduct, Transfer, or Return to Fund.
Tip

The Actions section only appears while the holder is Active. Deduct, Transfer, and Return to Fund are disabled (greyed out) when the holder's balance is zero - there is nothing to draw down, move, or return.

Refilling a Holder

Use Refill to add money to a holder's balance from a fund account.

  1. Open the holder and click Refill under Actions.
  2. The Holder Summary card shows the holder's name and current balance (read-only).
  3. Under Refill Details, fill in:
    • Fund Account (required) - The source fund the cash is drawn from. The list is searchable.
    • Amount (required) - The amount to add. Must be greater than 0.
    • Reason (required) - Why the refill is being made.
  4. Click Refill.

A success message confirms the refill and you are returned to the holder's detail page, where the new balance and a Refill entry appear in the transaction history.

Deducting from a Holder

Use Deduct to reduce a holder's balance, for example to record cash that has been spent.

  1. Open the holder and click Deduct under Actions.
  2. The Holder Summary card shows the holder's name and current balance (read-only).
  3. Under Deduction Details, fill in:
    • Amount (required) - The amount to deduct. Must be greater than 0, and cannot exceed the current balance. The field shows the maximum allowed.
    • Reason (required) - Why the deduction is being made.
  4. Click Deduct.
Warning

If you enter an amount larger than the current balance, the form shows "Amount exceeds current balance" and will not submit. Reduce the amount to the available balance or less.

Transferring Between Holders

Use Transfer to move funds from this holder (the source) to another petty cash holder (the destination).

  1. Open the source holder and click Transfer under Actions.
  2. The Source Holder card shows the From holder and their current balance (read-only).
  3. Under Transfer Details, fill in:
    • Destination Holder (required) - The holder receiving the funds. The list is searchable and excludes the source holder.
    • Amount (required) - The amount to move. Must be greater than 0, and cannot exceed the source balance. The field shows the maximum allowed.
    • Reason (required) - Why the transfer is being made.
  4. Click Transfer.

The amount leaves the source holder's balance and is added to the destination holder. In each holder's transaction history this appears as a Transfer - shown as outgoing (negative) on the source and incoming (positive) on the destination.

Returning Funds to a Fund Account

Use Return to Fund to send unused cash from a holder back to a fund account - for example when winding down a holder so they can be deactivated.

  1. Open the holder and click Return to Fund under Actions.
  2. The Holder Summary card shows the holder's name and current balance (read-only).
  3. Under Return Details, fill in:
    • Fund Account (required) - The fund account that receives the returned cash. This defaults to the holder's original fund source, but you can choose a different one. The list is searchable.
    • Amount (required) - The amount to return. Must be greater than 0, and cannot exceed the current balance. The field shows the maximum allowed.
    • Reason (required) - Why the funds are being returned.
  4. Click Return Funds.
Tip

To fully close out a holder, return (or transfer) their entire balance so it reaches zero. Only then can the holder be deactivated from the Actions section.

Field Reference

The following fields appear across the holder operations. Fields marked required must be filled before the form can be submitted.

FieldAppears inRequiredNotes
Holder / FromAll operations-Read-only. The holder the operation applies to (labelled From on Transfer).
Current BalanceAll operations-Read-only. The holder's balance before the operation.
Fund AccountRefill, Return to FundYesThe source fund (Refill) or receiving fund (Return). Searchable. On Return it defaults to the holder's original fund source.
Destination HolderTransferYesThe holder receiving the funds. Searchable; the source holder is excluded.
AmountAll operationsYesMust be greater than 0. On Deduct, Transfer, and Return it cannot exceed the current balance.
ReasonAll operationsYesA short note explaining the movement; shown in the transaction history.

Validation Rules

All four forms enforce the same basic checks before they will submit:

  • Amount must be a number greater than 0 - otherwise you see "Amount must be greater than 0".
  • On Deduct, Transfer, and Return to Fund, the Amount cannot exceed the holder's current balance - otherwise you see "Amount exceeds current balance".
  • Reason cannot be blank - otherwise you see "Reason is required".
  • Fund Account is required on Refill and Return - otherwise you see "Fund account is required".
  • Destination Holder is required on Transfer - otherwise you see "Destination holder is required".

How Operations Appear in History

Every completed operation is recorded on the holder's detail page under Transaction History, with the date, type, reason, who performed it, the amount, and the running balance afterwards. Refills (and transfers received) show as positive amounts; deductions, transfers sent, and returns show as negative amounts.

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