For Liquidation

Petty Cash Liquidation is the process of accounting for how petty cash funds were spent.

Overview

Holders must liquidate (account for) their petty cash expenditures regularly. This ensures proper documentation and enables fund replenishment.

Page Layout

• Create Liquidation button - Submit new liquidation
• Search - Find liquidations
• Filter - Filter by holder, status, date
• Liquidations Table - List of liquidation submissions

Liquidation Status

Status	Description
Draft	Not yet submitted
Submitted	Awaiting review
Under Review	Being reviewed
Approved	Expenses approved
Rejected	Needs correction
Completed	Processed and closed

Table Columns

Column	Description
Liquidation No.	Reference number
Holder	Petty cash holder
Period	Coverage period
Total Amount	Sum of expenses
Items	Number of expense items
Submitted Date	When submitted
Status	Current status

Common Tasks

Creating a Liquidation

1. Click + Create Liquidation
2. Add expense items:
   • Date - When expense occurred
   • Description - What was purchased
   • Category - Expense category
   • Amount - Cost
   • Receipt - Attach receipt image
3. Review totals
4. Click Submit

Adding Expense Items

For each expense:

1. Click + Add Item
2. Enter:
   • Date of expense
   • Description of purchase
   • Select category
   • Enter amount
   • Upload receipt
3. Repeat for all expenses

Reviewing Liquidation (Approvers)

1. Open pending liquidation
2. Review each expense item
3. Check receipts and amounts
4. Approve or Reject items
5. Submit review decision

Handling Rejected Items

1. View rejection reason
2. Correct the issue
3. Resubmit for approval

Liquidation Guidelines

Good liquidation practices:

• Timely Submission - Liquidate weekly or bi-weekly
• Complete Documentation - Receipt for every expense
• Accurate Categories - Use correct expense types
• Clear Descriptions - Explain each purchase
• Within Limits - Follow per-item limits

Expense Categories

Common petty cash expense types:

Category	Examples
Office Supplies	Paper, pens, staplers
Transportation	Taxi, parking, fuel
Food/Meals	Meeting refreshments
Utilities	Postage, phone loads
Repairs	Minor repairs, maintenance
Miscellaneous	Other small expenses

Tips

• Keep All Receipts - No receipt, no reimbursement
• Liquidate Regularly - Don't let expenses pile up
• Double-Check Amounts - Ensure accuracy
• Follow Policy - Stay within guidelines
• Organize Receipts - Match to expense items

Related Pages

• Petty Cash Holders - Manage holders
• Fund Account - Replenishment source

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💡 Note: Complete and timely liquidation ensures you can get your petty cash fund replenished.