TrueBudget has two versions of the Petty Cash Log, but you may only use one of them at a time. The default version is called the ‘Grid’ version. However, you can change to the 'Linear' version on the ‘Actual’ tab of the main Options menu. This article will explain how to use the 'Grid' version. Click here to learn how to use the 'Linear' version.
Note: This version of the Petty Cash Log is very similar to the one used in the software PointZero.
You can use this log in two different ways:
1) You can list the total of each Line Number from each envelope.
2) You can create Petty Cash Envelope cover sheets directly within TrueBudget and have that data automatically appear on the log.
Inputting Data on the Log
1) Enter the name of the crew member who turned in the envelope.
You do this in the cell directly below the envelope number you wish to use for that person.
2) Fill in the Line Numbers used on that envelope in the ‘Line’ column.
If you have more than one envelope on the log, some Line Numbers may already be present in that column. If they are, you don’t need to list them again.
3) In the column of the envelope number, enter the total of each Line Number in the row that corresponds with that specific Line Number.
4) In the Cash Received row, input how much Petty Cash was given to the crew member.
Opening a PC Envelope cover sheet
If you’d like to use the built-in Petty Cash Envelope cover sheets, select the cell that has the Envelope number that you wish to use. Then press the ‘Open Envelope’ button. Click here to learn how to use the Petty Cash Envelope.
Adding & Deleting Rows
If you need to add rows to the log, use the ‘Add Rows’ button at the top of the sheet. It will ask you how many rows you’d like to add.
If you need to delete rows, first highlight a cell in all of the rows you wish to delete. (Note: the rows you choose must be consecutive.) Then press the ‘Delete Rows’ button.
Adding & Deleting Envelopes
By default, the log has columns for 6 envelopes. If you have more than 6 envelopes on your project, you can add more. Click the ‘Add Envelope’ button at the top of the sheet.
Note: the maximum number of envelope columns you can have is 30. If you have more than 30 envelopes on your project, you should use the Linear version of the Petty Cash Log.
If you have more than 6 envelope columns on the log but do not need them all, you can delete some of them. Select the cell that has the envelope number you want to delete, and then press the ‘Delete Envelope’ button at the top of the sheet. If the column you’re deleting is not the rightmost envelope column, the numbers on the other columns will change so that the envelope numbering is always consecutive.
Sort Envelope Columns by Name
If you wish to sort the Envelope columns by the names you’ve entered just below the envelope numbers, you may do so by pressing the ‘Sort By Name’ button at the top of the sheet. However, please note that you will not be able to do this if you are using any of the PC Envelope sheets.
Changing the Print Settings
Because this version of the Petty Cash Log can become very wide (depending on how many Envelope columns you have), TrueBudget allows you to decide how many Envelope columns to show on one page before beginning a new page. You may do the same as it relates to the number of rows. You may also choose to fit the entire log onto one page, regardless of how many columns and rows it has. Press the ‘Print Settings’ button at the top of the page to make these changes.
Total PC from PO’s
On the Purchase Order Log, you may want to list the PO(s) assigned for Petty Cash. When you do this, instead of putting a Line Number in the Line column on the Purchase Order Log, you can instead type ‘PC’. The total of any amounts on the Purchase Order Log with ‘PC’ in the Line column will appear in the ‘Total PC from PO’s’ cell on the Petty Cash Log. This cell can be found near the bottom right of the log. This will help to show you how much cash you should have left over once you reconcile all of the Petty Cash Envelopes on your project.
Importing / Exporting
To learn about the features of the 'Import / Export' button, please see this article.
Options
Click the ‘Options’ button at the top of the sheet to open the Petty Cash Log Options menu.
Show row numbers
By default, TrueBudget displays the row numbers on the right side of the log. If you do not wish to see them, you may uncheck this box.
Lock the columns that are associated with a PC Envelope sheet
If you have created any PC Envelope sheets, the data from those Envelopes will automatically appear on the log. You can ‘lock’ the columns associated with those Envelopes, so that you don’t accidentally make changes to them. If you’d like to do that, check the box labeled ‘Lock the columns that are associated with a PC Envelope sheet’.
Note: if you choose to not check this box, you will be able to make changes to any column on the log, even those associated with Envelope sheets. However, please note that changes you make on the log will not be reflected on the Envelope sheets themselves.
Place red dots at the bottom of columns associated with PC Envelope sheet
If you’ve created any Envelope sheets, you can have red dots appear at the bottom of the associated columns on the log. This way, it will be very easy for you to tell which Envelope sheets have been generated and which have not.
Freeze the LINE column so it is always visible when scrolling right
If you would like to LINE column to always be visible on the screen when you scroll to the right, you may check this box.
Questions? Need more help?
Please email support at support@revolutiones.com or call 800-985-9238 M-F 6am-6pm (PST). If it's outside our business hours, we will get back to you as soon as we can.