FGB Suite - Petty Cash Module

1. Login Screen

Purpose

This is where staff securely log in to access the petty cash system.

Steps

1. Enter your Username.
2. Enter your Password.
3. Tap the eye icon to toggle password visibility (optional).
4. Tap SIGN IN to proceed.

2. Password Update Required

Purpose

Ensures account security by requiring password updates when necessary.

Steps

1. Enter your Current Password.
2. Type a New Password (minimum 8 characters).
3. Confirm the new password in Confirm New Password.
4. Tap UPDATE PASSWORD to save changes.

3. Main Menu

Purpose

Acts as the navigation hub for all major functions in the petty cash module.

Menu Options

• Tasks – Manage actionable items and approvals.
• Requisition – Create and submit purchase requests.
• Petty Cash – Request and track petty cash expenses.

4. Petty Cash Requests

Purpose

Displays all petty cash requests created by the user to manage small expense needs.

Features

• Search Bar – Quickly find petty cash requests.
• Tabs – Filter by All, Pending, Approved, or Reject status.
• Create (+ button) – Start a new petty cash request.

5. Create Petty Cash Request

Purpose

Used to create a new petty cash request for small expense needs.

Steps

1. Select a Custodian from the dropdown (required).
2. Select a Project from the dropdown (optional).
3. Enter or review the Request Date (defaults to today).
4. Enter the Amount Requested (required).
5. Describe the Purpose of this petty cash request in the text area (required).
6. The Requested By field is automatically filled with your name.

6. Custodian Balance and Form Completion

Purpose

After selecting a custodian, the system displays their balance information to ensure sufficient funds are available.

Key Information Displayed

• Custodian Balance Information – Shows the custodian name and location.
• Available Amount – Displayed in blue, showing how much is available (e.g., ₱50,000.00).
• Total Imprest – The total assigned fund amount.
• Fund Status – Green checkmark indicates "Sufficient funds available".

Next Steps

1. Complete all required fields including Project, Request Date, Amount, and Purpose.
2. Review that your amount is within the available custodian balance.
3. Tap Submit when ready to create the petty cash request.

7. Petty Cash Request Created Successfully

Purpose

After submitting your petty cash request, it appears in the list with a Pending status.

Information Displayed

• Request ID – Unique identifier (e.g., PC-00001).
• Purpose – Brief description of the petty cash need (e.g., Transportation).
• Requested By – Your name.
• Custodian – The assigned custodian for this request.
• Request Date and Created Date – Date information for tracking.
• Amount – The requested amount (e.g., ₱500.00).
• Status Badge – Shows current status (Pending, Approved, etc.).

What Happens Next

At this point, you need to wait for the Accounting Officer to review and approve your petty cash request.

Filter Options

Use the tabs to filter requests: All, Pending, Approved, or Reject.

8. Petty Cash Approval Notification

Purpose

Once your petty cash request is approved by the Accounting Officer, you will receive an in-app notification.

Notification Details

• Notification Type – "PETTY CASH UPDATE".
• Title – "Your Petty Cash Approved".
• Message – Confirms your petty cash request number (e.g., #1) has been approved.
• Approved By – Shows who approved it (the Accounting Officer's name).

How to Check Notifications

1. Look for the red notification badge on the Notifications icon in the bottom navigation.
2. Tap Notifications to view all updates.
3. Filter by Unread, Starred, All, or Archived tabs.

9. Workflow Progress - Confirm Cash Receipt

Purpose

After your petty cash request is approved, it appears in the Tasks section with status AWAITING CONFIRMATION.

Information Displayed

• Request ID – PC-00001
• Purpose – Transportation
• Status Badge – AWAITING CONFIRMATION (shown in blue)
• Amount – ₱500.00
• Request Date – 22 hours ago
• Next Step – Awaiting cash receipt confirmation
• Created Time – Created 1 minute ago

Next Action Required

Tap on the card to view details and confirm cash receipt once you receive the cash from the custodian.

10. Confirming Cash Receipt

Purpose

This step confirms that you have physically received the cash from the custodian, moving the workflow forward.

When to Confirm Cash Receipt

1. Wait for the custodian to call you or notify you to collect the petty cash.
2. Go to the custodian and receive the approved amount (₱500.00).
3. Only after you have the cash in hand, tap Confirm Cash Receipt.

What Happens After Confirmation

• The "Cash Received by Requester" step will be marked as complete (✓).
• The accounting officer will be notified that you have confirmed receipt.
• Important: You must wait for the accounting officer to also confirm the cash release on their side.
• This is a two-way confirmation process - both you and the accounting officer must confirm before proceeding.
• Once the accounting officer confirms, the workflow will move to: Cash Release Confirmed.
• After both confirmations are complete, you will receive a notification and can proceed to use the petty cash for its intended purpose.

Important Reminders

• Keep all receipts for the expenses you make with this petty cash.
• You will need to submit these receipts during the Liquidation stage.
• The liquidation process ensures proper accounting of the petty cash used.

11. Cash Release Notification - Ready for Liquidation

Purpose

After the accounting officer confirms the cash release, you receive a notification informing you that the petty cash has been released and is ready for liquidation.

Notification Details

• Notification Type - "PETTY CASH UPDATE"
• Title - "Petty cash has been released"
• Message - "Your petty cash request PC-00001 has been released and is ready for liquidation."
• Status Badge - "Released" in green
• Sent By - Accounting Admin
• Timestamp - "Just now"

What This Means

The accounting officer has confirmed the cash release on their end. This notification serves as a reminder that you need to liquidate the petty cash after using it.

Next Action Required

After you have used the petty cash for its intended purpose and collected all receipts:

1. Go to the Tasks section from the Main Menu
2. Find your petty cash request (PC-00001) with "FOR LIQUIDATION" status
3. Tap on the request to open details
4. Tap the green Liquidate button to submit your expense receipts

12. Tasks - Ready for Liquidation

Purpose

After the cash release is confirmed, your petty cash request appears in the Tasks screen with FOR LIQUIDATION status.

Information Displayed

• Request ID - PC-00001 with bank icon
• Purpose - Transportation
• Status Badge - "FOR LIQUIDATION" displayed in blue
• Amount - ₱500.00
• Request Date - 22 hours ago
• Created Time - Created 3 minutes ago

Accessing the Liquidation Form

To proceed with liquidation:

1. Tap on the PC-00001 card to open the petty cash request details.
2. The details screen will show a green Liquidate button at the bottom.
3. Tap the Liquidate button to access the expense submission form.
4. Fill out the form with your expense details and upload receipts.

Filter Options

Use the tabs at the top to filter tasks:

• All Tasks (1) - Shows all your tasks
• Payroll (0) - Payroll-related tasks
• Petty Cash (0) - Petty cash-related tasks

13. Liquidate Expenses

Purpose

This form allows you to submit your actual expenses with receipts after using the petty cash. The status at the top shows Cash Release Confirmed (in blue).

How to Fill Out the Form

For each expense you made with the petty cash:

1. Date – Enter the date when the expense occurred (e.g., 10/01/2025)
2. Amount – Enter the expense amount (e.g., ₱500)
3. Description – Describe the expense clearly (e.g., "transpo from x to y")
4. Expense Account (Optional) – Select the appropriate account from the dropdown (e.g., "428 - TRANSPO & TRAVEL")
5. Receipt (Optional) – Upload a photo of the receipt by tapping the camera icon
6. Additional Notes (Optional) – Add any extra information if needed

Important Notes

• You can add multiple expenses by repeating this process for each receipt
• Upload clear, readable photos of all receipts
• Make sure the total of all expenses matches the amount you received
• The receipt file size and format will be shown (e.g., "image/png, 1.18 MB")
• Receipts are marked as "Ready for submission" once uploaded

Submitting the Liquidation

Once you have entered all your expenses and uploaded all receipts, tap the blue Liquidate button at the bottom of the screen.

14. Liquidated - Awaiting Reconciliation

Purpose

After submitting your liquidation, the petty cash request status changes to Liquidated (shown in purple at the top right).

Workflow Progress Update

The workflow progress now shows:

• ✓ Request Created - Oct 1, 2025, 10:33 PM
• ✓ Approval - Oct 1, 2025, 10:34 PM
• ✓ Cash Received by Requester - Oct 1, 2025, 10:36 PM
• ✓ Cash Release Confirmed - Oct 1, 2025, 10:36 PM
• ✓ Liquidation - Oct 1, 2025, 10:40 PM
• 🔵 Reconciliation - Currently in progress (blue indicator)
• ⭕ Replenishment - Pending (grey circle, not started)

Current Status

The bottom of the screen displays:

Current Status: Liquidated

"Expenses have been liquidated with receipts. Waiting for reconciliation."

What This Means

You have successfully submitted your expense liquidation with receipts. The Accounting Officer will now review your submitted expenses and receipts during the reconciliation process.

Next Steps

No further action is required from you at this stage. You will receive a notification once reconciliation is complete.

Wait for the Accounting Officer to:

• Review your submitted expense liquidation
• Verify all receipts are proper and accurate
• Confirm the expenses match the approved petty cash amount
• Close the petty cash request successfully

15. Reconciliation Complete Notification

Purpose

Once the Accounting Officer completes the reconciliation process, you will receive a notification that your petty cash request has been reconciled and closed.

Notification Details

• Notification Type - "PETTY CASH UPDATE"
• Title - "Petty cash has been reconciled and closed"
• Message - "Your petty cash request PC-00001 has been reconciled and closed. Perfect..."
• Status Badge - "Reconciled" in green
• Sent By - Accounting Admin
• Timestamp - "Just now"

What This Means

The Accounting Officer has:

• Reviewed your submitted expense liquidation
• Verified all receipts are proper and accurate
• Confirmed the expenses match the approved petty cash amount
• Closed the petty cash request successfully

Accessing the Notification

Check the Notifications tab (bell icon at the bottom navigation) to view this update. You can filter notifications by:

• Unread (1) - Shows new notifications with a red badge
• Starred (0) - Important notifications you've marked
• All (2) - All notifications received
• Archived - Previously archived notifications