¶ HR Space
HR Generalist / Petty Cash
Record petty cash given and returned, create contra cases, and mark or clear Bad Debt.
This page explains the rules behind petty cash: how an employee's balance at hand is calculated, what each petty cash status means, and how HR recovers petty cash through a contra or marks it as bad debt.
A petty cash holder is an employee who has been given petty cash. They spend it on work expenses and submit General Claims for the receipts.
Each part of petty cash happens in a different space.
HR Generalist / Petty Cash
Record petty cash given and returned, create contra cases, and mark or clear Bad Debt.
Reports / Petty Cash
See each team member's petty cash received, claims in progress, and balance at hand.
Petty Cash Overview
Monitor petty cash by employee and close flagged contra claims.
How much petty cash the employee should still be holding.
The petty cash status HR sees for each employee.
| Status | When |
|---|---|
Bad Debt | HR has marked the employee as Bad Debt. This overrides the other statuses. |
Active | The employee still holds petty cash: received minus returned is more than 0. |
Completed | Everything received has been returned or accounted for. |
| No status | The employee has no petty cash records. |
HR can recover petty cash by setting it against an employee's General Claims that are still waiting for payment.
| Rule | How it works |
|---|---|
| Eligible claims | The employee's General Claims that the manager approved, that are not yet finalised by Account, and that still have an amount waiting for payment. A claim can only be in one contra case. |
| Amount | The contra uses each claim's amount still waiting for Account or payment at the time the case is created. That amount is frozen. |
| Locking | A flagged claim is locked. Account and Finance cannot change its status, approved amounts, or payment. |
| Return record | A petty cash return is recorded automatically, one per paying company. |
| Closing | Account closes each flagged claim with a remark. The case is Partially Closed until every claim is closed, then Closed. |
| Cancelling | HR can cancel a case with a remark, but only before Account closes its first claim. |
| Who can act | HR workspace management access to create or cancel. Account workspace access to close. |
The functions behind petty cash.
| Function or package | Purpose |
|---|---|
@utopia/petty-cash | Shared balance-at-hand calculation used by every app. |
preview_petty_cash_contra_general_claims | Lists an employee's claims and whether each is eligible for a contra. |
create_petty_cash_contra_case | Creates a contra case, flags the claims, and records the returns. |
close_petty_cash_contra_claim | Account closes one flagged claim. |
cancel_petty_cash_contra_case | HR cancels a case before its first closure. |
set_petty_cash_bad_debt | Marks or clears Bad Debt. |