ANTE User Manual

Petty Cash Holders

Petty Cash Holders are employees who have been assigned a petty cash fund from a fund account. Each holder has a running balance that you top up (refill), draw down (deduct), move between holders (transfer), or send back to the source fund (return).

Overview

The Holders page lists everyone currently entrusted with a petty cash fund. From here you can assign petty cash to a new employee, open a holder to see their balance and full transaction history, and run the day-to-day money actions (refill, deduct, transfer, return, deactivate).

Finding This Page

In the sidebar, go to Treasury → Petty Cash → Holders.

Page Layout

The Holders page shows:

  • Assign Holder button (top right) - Assign petty cash to an employee
  • Search - Search the list by First Name or Last Name
  • Holders Table - All petty cash holders, 10 per page
The Petty Cash Holders list. Initial Amount is what the holder was originally given; Balance is what they hold now, after refills, deductions, and liquidations.

Holders Table Columns

ColumnDescription
(Photo)Holder's profile photo or initials
First NameHolder's first name
Last NameHolder's last name
Fund SourceThe fund account the petty cash was drawn from
Initial AmountThe amount the holder was first assigned
BalanceThe holder's current available balance
StatusPending Handover (just assigned, waiting for the employee to confirm receipt), Active, or Inactive
AssignedThe date the holder was assigned

Click any row to open that holder's detail page.

Common Tasks

Assigning a Petty Cash Holder

  1. Click Assign Holder
  2. Under Employee Selection, choose the Employee (required)
  3. Under Funding Details, fill in:
    • Fund Account (required) - The source fund the cash comes from
    • Initial Amount (required) - The starting amount, must be greater than 0
  4. Under Additional Information, enter a Reason (required) for the assignment
  5. Click Assign Holder

Note: The new holder starts in Pending Handover status. Refill, Deduct, Transfer, and Deactivate stay locked until the employee confirms they have received the cash (Return to Fund still works). See Holder Operations for confirming a handover.

Viewing a Holder

  1. Click the holder's row in the table
  2. The detail page shows:
    • Holder overview - Name, email, fund source, status, and current balance
    • Holder Information - Employee, Email, Fund Source, Initial Amount, Current Balance, Reason, Status, and Assigned Date
    • Actions - Available only while the holder is Active (see below). While the holder is Pending Handover, a handover notice appears instead, with Mark as Handed Over and Return to Fund.
    • Transaction History - Every movement on the fund

Refilling a Holder

  1. Open the holder
  2. Under Actions, click Refill
  3. Fill in the Refill Details:
    • Fund Account (required) - The source fund supplying the cash
    • Amount (required) - Must be greater than 0
    • Reason (required)
  4. Click Refill

Deducting from a Holder

  1. Open the holder
  2. Under Actions, click Deduct (available only when the holder has a balance)
  3. Fill in the Deduction Details:
    • Amount (required) - Must be greater than 0 and cannot exceed the current balance
    • Reason (required)
  4. Click Deduct

Transferring Between Holders

  1. Open the source holder
  2. Under Actions, click Transfer (available only when the holder has a balance)
  3. Fill in the Transfer Details:
    • Destination Holder (required) - The holder receiving the funds
    • Amount (required) - Must be greater than 0 and cannot exceed the source balance
    • Reason (required)
  4. Click Transfer

Returning Funds to a Fund Account

  1. Open the holder
  2. Under Actions, click Return to Fund (available only when the holder has a balance)
  3. Fill in the Return Details:
    • Fund Account (required) - Defaults to the holder's original fund source
    • Amount (required) - Must be greater than 0 and cannot exceed the current balance
    • Reason (required)
  4. Click Return Funds

Deactivating a Holder

  1. Open the holder
  2. Under Actions, click Deactivate
  3. Confirm in the dialog

Note: Deactivate is only available when the holder's balance is zero. Return or transfer any remaining funds first.

Transaction History

Each holder's detail page lists every movement on the fund:

ColumnDescription
DateWhen the transaction was recorded
TypeThe kind of movement (e.g. Initial, Refill, Deduct, Transfer, Return)
ReasonThe note entered when the action was performed
Performed ByThe user who recorded the transaction
AmountThe transaction amount (refills and transfers in show as positive; deductions, transfers out, and returns show as negative)
BalanceThe holder's running balance after the transaction
  • Holder Operations - Confirming a handover, refilling, deducting, transferring, and returning funds
  • Refill Requests - Release or reject a holder's self-service refill requests
  • For Liquidation - Submit and approve petty cash expense liquidations
  • Fund Account - The source funds used to assign, refill, and return petty cash
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Aging Report (Receivables)
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Holder Operations