FBCJEnterPostPCDisb PDF

FBCJ
Work Instruction
FBCJ - Enter and Post Petty Cash Disbursements
Purpose
Use this procedure to record a petty cash disbursement in the cash journal and post the entry to the
general ledger.
Trigger
Perform this procedure to record and post a petty cash disbursement to an employee.
Prerequisites
 Monies must be in the petty cash account from which the the disbursement is made.
 There must be a cash journal for petty cash set up in SAP.
Menu Path
Use the following menu path to begin this transaction:
N/A
Transaction Code
FBCJ
Helpful Hints
 R/O/C column in tables represents Required, Optional, or Conditional entry.

 Refer to transaction FBCJ Replenish Petty Cash in the Cash Journal for instructions on
how to replenish the petty cash account.
 Use the Split feature to apply multiple G/L expense accounts to a single disbursement.
 The Document Status column indicates the status of a cash journal document in the form of
a traffic light: red indicates the journal entry is Recorded in the system, yellow indicates the
entry is Saved in the cash journal, green indicates the entry is Saved in the cash journal and
Posted in the general ledger.
 To delete Recorded or Saved line items (Posted items cannot be deleted), select the line
item then click the Delete row button.
 The system prevents entering a disbursement for an amount larger than the cash on hand by
displaying an error message.
 Individual bureaus may enforce the separation of duties
between Entering/Saving disbursements and, Posting disbursements.
 Refer to the work instruction FBCJ Display Petty Cash Financial Documents
for instructions on how to display the general ledger posting and other financial documents
relating to the cash journal postings.
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FBCJ
Work Instruction
 Petty cash/checking disbursements cannot total more than $100 per recipient, per
disbursement. Disbursements may not be broken up in order to total less than $100.
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FBCJ
Work Instruction
Procedure
1. Start the transaction using the menu path or transaction code. The Cash Journal XXXX screen
displays.
Cash Journal XXXX Company Code COP1
2. Click Change cash journal . The Cash Journal: Initial Data dialog box displays.
Every Cash journal has a four digit code that either starts with a 1, 3, or 9.
1XXX = Cash journal for the recording of revenues
3XXX = Cash journal for the recording of petty cash disbursements
9XXX = Cash journal for the recording of disbursements from petty checking accounts.
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FBCJ
Work Instruction
Cash Journal: Initial

Data
3. As required, complete/review the following fields:

Field R/O/C Description
Cash journal R
A bank accounting subledger for the management of cash
in a business.
Example:
1008
4. Click the Cash journal matchcode . The Cash Journal Number (XXXX) YYYY Entries found
list displays.
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FBCJ
Work Instruction
Cash Journal Number (XXXX) YYYY Entries found
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FBCJ
Work Instruction
5. Click 3620 BES WASTEWATER TRMT-MTL .

6. Click Copy .
7. Click OK .
8. Click the Cash payments tab .

Disbursements are always entered in the Cash payments tab.
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FBCJ
Work Instruction
9. Click the Business transaction field .

10. Click the Business transaction matchcode . The Cash Journal Business Transaction (XXXX)
dialog box displays.
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FBCJ
Work Instruction
Cash Journal Business Transaction (XXXX)
11. Click Start Search . The Cash Journal Business Transaction (XXXX) YYYY Entries found list
displays.
There are few defined business transactions, making it unnecessary to narrow the search.
12. Click the Business transaction EXP FOOD .
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FBCJ
Work Instruction
Cash Journal Business Transaction (XXXX) YYYY Entries found
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FBCJ
Work Instruction
13. Click Copy .

Amount R
Figure within the pricing procedure that determines how the
system calculates a condition value.
Example:
75.00
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FBCJ
Work Instruction

Cost Center R
Organizational unit(s) that represents a revenue or cost
collector.
Example:
ESBS000003
15. Click to scroll right.

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FBCJ
Work Instruction

Recpt recipient R
The name of the person that will receive the receipt.
Example:
Jill Stewart
17. Click Text field .

The Text field is a free form field used to record additional information about the business
transaction.
In Cash Journals 9XXX, used for petty checking accounts, the Text field is used to enter the
check number issued to the Petty Cash Requestor.
Text R
Free text field used to provide additional information or an
item description with reference to the current activity.
Example:
Reception refreshments
19. Click to scroll left.

20. Click the record indicator to highlight the row.
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FBCJ
Work Instruction
21. Click Save selected entries to save the disbursement to the Cash journal.
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FBCJ
Work Instruction
22. Click the Record indicator to unhighlight the row.

The Document status indicator is now a yellow triangle, indicating the disbursement is
saved to the Cash journal.
The Total cash payments and Closing balance fields update to reflect the $75.00
disbursement.
The Number field also shows that there is one line item related to cash payments.
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FBCJ
Work Instruction
displays.
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FBCJ
Work Instruction
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FBCJ
Work Instruction
26. Click the Business transaction .

27. Click Copy .

Amount R
Example:
45.00
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FBCJ
Work Instruction

G/L R
Collection of balance sheet and profit and loss statement
accounts for a company code.
Example:
529080

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FBCJ
Work Instruction

Cost Center R
collector.
Example:
ESBS000003

Recpt recipient R
Example:
Louie Vitto
Text R
Example:
Postage
32. Click to scroll left.

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FBCJ
Work Instruction
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FBCJ
Work Instruction
35. Click the record indicator to unhighlight the row.

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FBCJ
Work Instruction
displays.
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FBCJ
Work Instruction
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FBCJ
Work Instruction
39. Click the Business transaction .

40. Click Copy .

Amount R
Example:
35.00
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FBCJ
Work Instruction

Cost Center R
collector.
Example:
ESBS000003

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FBCJ
Work Instruction

Recpt recipient R
Example:
Katie Kelly
Text R
Example:
Parking and Fuel
44. Click to scroll left .
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FBCJ
Work Instruction
45. Click Split . The Document Split (Cash Expenses) dialog box displays.
Split a line item when a Petty Cash Requestor has a disbursement that is made up of more
than one Business transaction type.
The dollars initially entered in the Amount field are for the first business transaction
type. Then, click the Split button to enter the remaining business transaction types. The
amount then automatically updates to reflect the original amount and the split amount(s).
Document Split (Cash Expenses)

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FBCJ
Work Instruction
displays.
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FBCJ
Work Instruction
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FBCJ
Work Instruction
49. Click Business transaction .

50. Click Copy .

Amount R
Example:
25.00
Text for item R

A freeform text description.
Example:
Misc supplies
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FBCJ
Work Instruction

Cost Center R
collector.
Example:
ESBS000003
54. Click Copy .
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FBCJ
Work Instruction

The Business transaction field now contains an asterisk (*) indicating that the line item is
comprised of more than one business transaction type.
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FBCJ
Work Instruction
Since these line items are only saved to the Cash journal, they can be deleted if an entry
error occurs, and a new line can be entered with the correct information.
To delete a line item, click the record indicator to highlight the row, then click the Delete
row button.
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FBCJ
Work Instruction

59. Click Post selected entries to post the disbursements to the General Ledger.
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FBCJ
Work Instruction
60. Click Exit .

The Document status indicator now shows green squares to indicate that the
disbursements successfully posted to the General Ledger.
These line items can no longer be deleted. If an error occurs, contact Central Accounting
to remedy.
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FBCJ
Work Instruction
Result
You have successfully entered petty cash disbursements in the cash journal and posted these to the
general ledger.
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FBCJ

FBCJ - Enter and Post Petty Cash Disbursements

Use the following menu path to begin this transaction:

 R/O/C column in tables represents Required, Optional, or Conditional entry.

FBCJ - Enter and Post Petty Cash Disbursements

FBCJ - Enter and Post Petty Cash Disbursements

Cash Journal XXXX Company Code COP1

1XXX = Cash journal for the recording of revenues

3XXX = Cash journal for the recording of petty cash disbursements

FBCJ - Enter and Post Petty Cash Disbursements

Cash Journal: Initial

3. As required, complete/review the following fields:

FBCJ - Enter and Post Petty Cash Disbursements

Cash Journal Number (XXXX) YYYY Entries found

FBCJ - Enter and Post Petty Cash Disbursements

5. Click 3620 BES WASTEWATER TRMT-MTL .

Cash Journal XXXX Company Code COP1

8. Click the Cash payments tab .

FBCJ - Enter and Post Petty Cash Disbursements

Cash Journal XXXX Company Code COP1

9. Click the Business transaction field .

FBCJ - Enter and Post Petty Cash Disbursements

Cash Journal Business Transaction (XXXX)

12. Click the Business transaction EXP FOOD .

FBCJ - Enter and Post Petty Cash Disbursements

Cash Journal Business Transaction (XXXX) YYYY Entries found

FBCJ - Enter and Post Petty Cash Disbursements

13. Click Copy .

Cash Journal XXXX Company Code COP1

14. As required, complete/review the following fields:

FBCJ - Enter and Post Petty Cash Disbursements

Field R/O/C Description

15. Click to scroll right.

Cash Journal XXXX Company Code COP1

16. As required, complete/review the following fields:

FBCJ - Enter and Post Petty Cash Disbursements

Field R/O/C Description

17. Click Text field .

19. Click to scroll left.

FBCJ - Enter and Post Petty Cash Disbursements

Cash Journal XXXX Company Code COP1

FBCJ - Enter and Post Petty Cash Disbursements

Cash Journal XXXX Company Code COP1

22. Click the Record indicator to unhighlight the row.

FBCJ - Enter and Post Petty Cash Disbursements

Cash Journal Business Transaction (XXXX)

FBCJ - Enter and Post Petty Cash Disbursements

Cash Journal Business Transaction (XXXX) YYYY Entries found

FBCJ - Enter and Post Petty Cash Disbursements

26. Click the Business transaction .

Cash Journal XXXX Company Code COP1

28. As required, complete/review the following fields:

FBCJ - Enter and Post Petty Cash Disbursements

Field R/O/C Description

Cash Journal XXXX Company Code COP1

29. As required, complete/review the following fields:

FBCJ - Enter and Post Petty Cash Disbursements

Field R/O/C Description

30. Click to scroll right.

32. Click to scroll left.

FBCJ - Enter and Post Petty Cash Disbursements

Cash Journal XXXX Company Code COP1

FBCJ - Enter and Post Petty Cash Disbursements