Petty Cash Management

SAP Best Practices Baseline Package

(Thailand)

SAP Best Practices

Scenario Overview – 1

Purpose and Benefits

Purpose
 Petty Cash is used for management of cash operation for Petty Cashier
 Initial balance and turnover amounts are calculated automatically in vendor
account balance
 It allows do posting by GL accounts, vendor accounts.
 To handle withholding deduction

Benefits
 Quickly and reliably input, saving and posting of cash transactions have
withholding tax deduction
 Automatically calculated cash balance in petty cashier vendor account balance
 Several vendor address from several tax invoice easy to maintain
 Printing of cash documents from standard report
 Deleting of cash documents
 Overview of all document
 Use only one module to handle petty cash in case of withholding tax
Scenario Overview – 2

SAP Applications Required

 EHP3 for SAP ERP 6.0

Company Roles Involved in Process Flows

 Treasurer
 Accounts Payable Accountant
 Finance Manager

Key Process Flows Covered

 Cash transactions input, saving and posting

 Printing of cash documents from standard report
Scenario Overview – 3

Detailed Process Description

 Create Petty Cashier as a vendor

 Set up the petty cash fund
 Outgoing Payment
 Expense paid by petty cashier
 Reimbursement
Process Flow Diagram
Cash Operations
Event

Create Petty Set Up the Expense

Cashier as petty cash paid by petty Reimbursem
vendor Fund cashier ent
Manager
Finance

Outgoing Outgoing
Payment Payment
Treasurer

Expenditure
Recording
Accountat-Payable

Create Petty AP Petty

Cashier as Cashier with Post with clear
vendor SP/GL J
 Legend

Symbol Description Usage Symbol Description Usage Comments

Comments

Band: Identifies a user role, such as Accounts Role band To next / From last Diagram: Leads Flow chart continues on the next /
to the next / previous page of the previous page
Payable Clerk or Sales Representative. This band contains tasks Diagram
<Function>

can also identify an organization unit or group, common to that Diagram

rather than a specific role. role. Connection
The other process flow symbols in this table go into
these rows. You have as many rows as required to
cover all of the roles in the scenario. Hardcopy / Document: Identifies a Does not correspond to a task
printed document, report, or form step in a document; instead, it is
Hardcopy / used to reflect a document
External Events: Contains events that start or end the Document generated by a task step; this
External

scenario, or influence the course of events in the shape does not have any outgoing
to SAP

scenario. flow lines

Financial Actuals: Indicates a Does not correspond to a task

Flow line (solid): Line indicates the normal sequence Connects two financial posting document step in a document; instead, it is
tasks in a Financial used to reflect a document
of steps and direction of flow in the scenario. scenario generated by a task step; this
Flow line (dashed): Line indicates flow to infrequently-
Actuals
process or a shape does not have any outgoing
used or conditional tasks in a scenario. Line can non-step event flow lines
also lead to documents involved in the process flow.

Business Activity / Event: Identifies an action that Does not Budget Planning: Indicates a Does not correspond to a task
either leads into or out of the scenario, or an outside correspond to a budget planning document step in a document; instead, it is
Business Process that happens during the scenario task step in the used to reflect a document
Budget generated by a task step; this
Activity / document
Planning shape does not have any outgoing
Event flow lines

Unit Process: Identifies a task that is covered in a Corresponds to

step-by-step manner in the scenario a task step in Manual Process: Covers a task Does not generally correspond to
the document that is manually done a task step in a document;
Unit Process Manual instead, it is used to reflect a task
Proces that is manually performed, such
s as unloading a truck in the
warehouse, which affects the
process flow.
Process Reference: If the scenario references another Corresponds to
scenario in total, put the scenario number and name a task step in
Process here. the document
Existing Version / Data: This block Does not generally correspond to
Reference covers data that feeds in from an a task step in a document;
Existing external process instead, this shape reflects data
Version / coming from an external source;
Data this step does not have any
Sub-Process Reference: If the scenario references Corresponds to incoming flow lines
another scenario in part, put the scenario number, a task step in
Sub- name, and the step numbers from that scenario here the document
Process
Reference System Pass / Fail Decision: This Does not generally correspond to
System block covers an automatic a task step in the document;
Pass/F decision made by the software instead it is used to reflect an
Process Decision: Identifies a decision / branching Does not
ail automatic decision by the system
Decisio that is made after a step has been
point, signifying a choice to be made by the end usually executed.
user. Lines represent different choices emerging correspond to a n
Proces
from different parts of the diamond. task step in the
s document;
Decisio Reflects a
n choice to be
made after step
execution