II.

  CASH DISBURSEMENT
A. Sistem dan Prosedur Kas Kecil
The petty cash system and procedures were implemented in 2017, for cash control over regular cash expense transactions with
relatively small amounts. The petty cash management method applied is the Imprest System. Establishment, change of funds and
reimbursement of petty cash are authorized by the Finance
Manager.

Documents and Book of Record

External documents : receipts, receipts, notes and other external documents Proof of Cash Out
: made by the cashier for checking checks
Petty Cash Replacement : prepared by the cashier enclosing: original document on the use of
petty cash from external. Petty Cash Reimbursement is replaced by Checks authorized by the Finance Manager and one of the
Directors.
Petty Cash Book: detailed records of the use and replacement of petty cash funds
Related General ledger and Subsidiary ledger.

Related Sections and Authorities

All parts of the Organizational Structure
1. Applying for a petty cash fund (down payment) for certain expenditure purposes
2. Responsible for the use of petty cash funds

Cashier
1. Fulfill the petty cash fund requests from all submitting divisions, and record them in the Petty Cash Book
2. Receiving responsibility for the use of petty cash funds, and recording them in the Petty Cash Book
3. Apply for replacement of petty cash funds to the Manager (at any time if the funds are close to the minimum limit) by issuing a
Cash Out Receipt attached with Petty Cash Expenditure Recap.
4. Receive a petty cash reimbursement check
5. Send a Recap of Petty Cash Expenditures to the Bookkeeping Section

Bookkeeping Section
1. Receive a recap of petty cash outlays from the cashier
2. Record in a Memorial Journal

B. Bank Systems and Procedures

Bank systems and procedures are used for cash control over routine transactions (buying and selling). Cash / bank income and
disbursement transactions are centralized at Bank BNI Kayutangan Branch. Disbursements
through the Bank are authorized by the Finance Manager and one of the Directors.
Documents and Book of Records
Billing Letter: A letter from a supplier due to a purchase transaction for merchandise inventory Notification Letter:
Letter from outside parties, mainly due to purchases other than merchandise Invoice Book: detailed notes /
Invoice sequence (incoming)
Submission of Payment: Documents for submission of payment of purchase invoices that are due, issued by the Debt Section to
the cashier
Proof of Cash Out: made by the cashier for checking checks
Cash Book: a concise notebook of daily cash (out) transactions by cashiers Cash Expenditure List: record of
daily cash expenses
Cash Expenditure Journal: journal entry for month-end posting
Related Ledgers and Subsidiaries.

Related Sections and Authorities Payable Section

1. Receive Invoice or Notification Letter from supplier / creditor, and match it with the Purchase Invoice (which is due)
2. After being checked, the Invoice or Notification Letter is submitted to the cashier to be paid by check.
3. Receiving Invoice or Notification Letter that has been approved in full (stamped in full) and a check from the cashier.
4. Invoices that have been paid are filed in the Paid Invoice group.
5. Recording transactions of the Debt Assistant Book
6. The above procedure also applies if the Debt Section issues a Payment Request (based on a purchase invoice that is due) to
the cashier. Payment application documents are stamped in FULL, the check number and date of payment are recorded, returned to
the Debt Section (following procedures 4 and 5)

Cashier Department
1. Receiving Invoice or Notification Letter from the Payable Section
2. Make Cash Out Document for submission of check expenses to the Finance Manager

3. Put a full payment stamp and check number on the Invoice and Notification Documents. Return the Invoice and Notification Letter
documents to the Debt Section.
4. If based on the Payment Submission, this document is stamped FULL and returned to the Debt Section
5. Pay checks to suppliers / creditors
6. Record to the Cash Book (cash out transactions), based on the BKK
7. Make a list of cash disbursements to be sent to the Bookkeeping Section

Bookkeeping Section
1. Receive a list of cash disbursements from the cashier and record the cash disbursements journal