Petty Cash Management

Petty Cash Management

What it is: Imprest cash, every movement supported, and the physical count reconciled to the register.

Overview

Works out the smallest useful Petty Cash Management setup for the business in front of it, then builds it only when asked. The default output is a short recommendation, not a spreadsheet. Artifacts - CSV, SQL DDL, JSON Schema, Notion mapping - are produced on request, from one field list so they cannot drift apart.

Layer: Layer 4: Cash. Fits: Starter stage. Table code: n/a.

The control this table exists to enforce: petty cash is only controlled by two things - a fixed limit and a periodic count. The limit is on the float, not on each payment, and every payment carries a supporting document and a voucher. The reconciliation identity is fixed and is checked at every count:

Opening Cash + Receipts and Replenishment - Payments = Closing Cash

The physical count must equal closing cash. Any difference is recorded as a variance, an investigation and a status, not absorbed quietly.

The identity is computed on a Count entry row, not on a payment row: Cash In and Cash Out hold the period's replenishment and payments, Running Cash Balance is the closing balance per the register, and Physical Count is the money actually in the box.

When to Use This Skill

• petty cash register
• imprest cash book
• small cash payments log
• cash box count sheet
• petty cash replenishment tracker

Also use it when the user says "imprest cash, every movement supported, and the physical count reconciled to the register", or describes the same process happening in a spreadsheet, a document or someone inboxes.

Do not use it for: payroll calculation, tax filing, or legal advice. This skill produces empty templates only - it never holds or processes real employee or customer data.

How It Works

Follow the shared execution contract. The module-specific rules below define only domain fields, decisions, calculations, and safety constraints.

Step 1 - Identify intent

Read the request and pick the intent before asking anything.

• "set up" or "build" or "create" -> the user wants artifacts; go to Step 2.
• "our process is ..." or "it is in a sheet" -> the user wants to move an existing process; capture it, then Step 2.
• "is this right" or "review" or "audit" -> the user wants a check, not a build; answer from what they share.
• "how do I ..." -> advice question; answer directly and offer the build only if it helps.

Ask only if this is the highest-value missing fact; otherwise proceed without an opener:

Q: Who holds your petty cash today, and is there a limit on it?

Step 2 - Ask only what is missing

Treat ambiguous replies as unanswered and ask which explicit option the user means. Record unknown values as Unknown; Unknown is not zero. A record must not be Done when a required check fails.

Skip anything the user already answered, in any earlier message. Ask the rest one at a time, and stop as soon as the remaining answers would not change the output.

• Limit - Float amount agreed? / Reset by replenishment or topped up? / Can it go over?
• Custodian - One named person? / Approver separate from holder? / Left on holiday?
• Payments and counting - What gets paid from it? / Voucher raised each time? / Supporting document? / How often counted? / Who counts - custodian or someone else? / Last difference?
• Current process - Register today? / Envelope, box or ledger? / What goes missing?
• Outcome - What do you need? / A register, a count sheet or both?

Never invent an answer. If the user does not know, record it as unknown and carry on.

Step 3 - Hold the internal context

Hold the answers in this shape. It stays internal - it is not shown to the user unless they ask, and it never carries a value the user did not give.

module: petty-cash-management
intent: null            # setup | advice | review | fix | build | convert | export
scale: null             # Starter | Growth | Scale, only if the answer changes it
areas:
  "Limit": null
  "Custodian": null
  "Payments and counting": null
  "Current process": null
  "Outcome": null
requested_outputs: []   # csv | sql | json | notion | xlsx - requested formats only
confirmed_facts: []     # only what the user actually said
open_questions: []      # the unanswered ones, in the order worth asking

Step 4 - Recommend the smallest workflow

Build an already requested artifact without asking again. For advice-only requests, give a short recommendation and offer the relevant artifact.

Recommended approach: One imprest register with a named custodian, a fixed float, a running balance on every entry, a supporting document type on every payment, and a count line that closes the register against the physical money.

Why this one: A petty cash float leaks slowly and is only ever caught by counting it. The register without the count is a diary; the count without the register is an argument.

Workflow: Payment made against a document → Voucher raised and approved → Running balance updated → Replenishment raised separately → Physical count → Variance recorded and investigated

Step 5 - Build only on request

Once the user asks for it, derive the fields from the confirmed context and emit the requested artifacts. For machine-readable text, keep prose outside the data; for files, provide a usable link. Report material validation failures or limitations separately.

A selected Notion output is rendered by notion-manual-import, so route the Notion step there. When the user selects Notion, hand that step to @notion-manual-import: it holds the CSV, the property mapping, the import steps and the verification checklist, and it renders the Field Reference below instead of defining a table of its own. Do not restate the mapping here and do not improvise the import steps. Manual CSV and mapping outputs need no connection. For requested workspace changes, follow the shared contract: verify actual tool access and the target before writing. A user saying "connected" is not tool evidence. Never ask for a Notion password or token.

Entry Number,Entry Date,Entry Type,Payee,Purpose,Cash Out,Cash In,Running Cash Balance,Cash Limit,Within Limit,Custodian,Supporting Document,Document Reference,Voucher Number,Approved By,Physical Count Date,Physical Count,Count Variance,Variance Status,Investigation Notes,Ledger Account,Entry Verified,Notes,Petty Cash ID
PC-2026-0188,2026-08-31,Count,Several payees,Courier and postage paid from the float during August,7250.00,7000.00,2250.00,10000.00,Yes,Rohit Menon,Bill/Invoice,BILL-4471,VCH-2026-1044,Ananya Rao,2026-08-31,2100.00,150.00,Short,Count 150.00 short of the register; a courier bill of that amount may have been entered but not paid. Under investigation with the approver.,Petty Cash,In progress,Count sheet CNT-2026-08-31 signed by custodian and approver; replenishment drawn from bank on 01 Aug.,

CREATE TABLE petty_cash_management (
  entry_number VARCHAR(255),
  entry_date DATE NOT NULL,
  entry_type VARCHAR(100) NOT NULL,
  payee VARCHAR(255),
  purpose VARCHAR(255),
  cash_out NUMERIC(14,2) NOT NULL,
  cash_in NUMERIC(14,2) NOT NULL,
  running_cash_balance NUMERIC(14,2) NOT NULL,
  cash_limit NUMERIC(14,2) NOT NULL,
  within_limit VARCHAR(100) NOT NULL,
  custodian VARCHAR(255),
  supporting_document VARCHAR(100) NOT NULL,
  document_reference VARCHAR(255),
  voucher_number VARCHAR(255),
  approved_by VARCHAR(255),
  physical_count_date DATE,
  physical_count NUMERIC(14,2),
  count_variance NUMERIC(14,2),
  variance_status VARCHAR(100) NOT NULL,
  investigation_notes TEXT,
  ledger_account VARCHAR(255),
  entry_verified VARCHAR(100) NOT NULL,
  notes TEXT,
  petty_cash_id SERIAL PRIMARY KEY,
  created_at TIMESTAMP DEFAULT NOW(),
  updated_at TIMESTAMP DEFAULT NOW()
);

{
  "$schema": "https://json-schema.org/draft/2020-12/schema",
  "title": "Petty Cash Management",
  "type": "object",
  "additionalProperties": false,
  "properties": {
      "Entry Number": { "type": "string" },
      "Entry Date": { "type": "string", "format": "date" },
      "Entry Type": { "type": "string" },
      "Payee": { "type": "string" },
      "Purpose": { "type": "string" },
      "Cash Out": { "type": "number" },
      "Cash In": { "type": "number" },
      "Running Cash Balance": { "type": "number" },
      "Cash Limit": { "type": "number" },
      "Within Limit": { "type": "string" },
      "Custodian": { "type": "string" },
      "Supporting Document": { "type": "string" },
      "Document Reference": { "type": "string" },
      "Voucher Number": { "type": "string" },
      "Approved By": { "type": "string" },
      "Physical Count Date": { "type": "string", "format": "date" },
      "Physical Count": { "type": "number" },
      "Count Variance": { "type": "number" },
      "Variance Status": { "type": "string" },
      "Investigation Notes": { "type": "string" },
      "Ledger Account": { "type": "string" },
      "Entry Verified": { "type": "string" },
      "Notes": { "type": "string" },
      "Petty Cash ID": { "type": "integer" }
  },
  "required": [
      "Entry Date",
      "Entry Type",
      "Cash Out",
      "Cash In",
      "Running Cash Balance",
      "Cash Limit",
      "Within Limit",
      "Supporting Document",
      "Variance Status",
      "Entry Verified"
  ]
}

| CSV column | Notion property | Set after import |
|---|---|---|
| Entry Number | Title | Use as the database title |
| Entry Date | Date | Convert to Date |
| Entry Type | Select (add options after import) | Convert to Select, add options: "Payment", "Replenishment", "Receipt", "Count" |
| Payee | Text | Leave as Text |
| Purpose | Text | Leave as Text |
| Cash Out | Number (format: currency) | Convert to Number, set format to Currency |
| Cash In | Number (format: currency) | Convert to Number, set format to Currency |
| Running Cash Balance | Number (format: currency) | Convert to Number, set format to Currency |
| Cash Limit | Number (format: currency) | Convert to Number, set format to Currency |
| Within Limit | Select (add options after import) | Convert to Select, add options: "Yes", "No" |
| Custodian | Text | Leave as Text |
| Supporting Document | Select (add options after import) | Convert to Select, add options: "Bill/Invoice", "Receipt Note", "Wage Sheet", "Rent Record", "Payment Voucher", "Other" |
| Document Reference | Text | Leave as Text |
| Voucher Number | Text | Leave as Text |
| Approved By | Text | Leave as Text |
| Physical Count Date | Date | Convert to Date |
| Physical Count | Number (format: currency) | Convert to Number, set format to Currency |
| Count Variance | Number (format: currency) | Convert to Number, set format to Currency |
| Variance Status | Select (add options after import) | Convert to Select, add options: "Not counted", "Matched", "Short", "Over", "Under Investigation" |
| Investigation Notes | Text | Leave as Text |
| Ledger Account | Text | Leave as Text |
| Entry Verified | Select (add options after import) | Convert to Select, add options: "Not started", "In progress", "Blocked", "Done", "Cancelled" |
| Notes | Text | Leave as Text |
| Petty Cash ID | Text (preserve source ID) | Keep imported IDs as Text; optionally add a separate Unique ID property |

The rows above are documentation examples only. Emit empty templates unless the user explicitly requests examples. Money stays currency, dates stay date, and anything pointing at another table stays relation.

Field Reference

Select Options

Entry Type

Payment | Replenishment | Receipt | Count

Within Limit

Yes | No

Supporting Document

Bill/Invoice | Receipt Note | Wage Sheet | Rent Record | Payment Voucher | Other

Variance Status

Not counted | Matched | Short | Over | Under Investigation

Entry Verified

Not started | In progress | Blocked | Done | Cancelled

Relations

Link fields: none

Custodian, Payee and Document Reference are free text. The petty cash register is deliberately standalone; it is the cash side of day-book and the evidence side of expense-accounting, and both of those reference it rather than the other way round.

Examples

Prompt

Petty cash keeps running out before the month ends and we never know by how much.

Context first - one question per message, nothing already answered:

Q: Who holds it, and is there a limit? A: Our admin. There is a limit, I think, but nobody checks it.

Q: How often is it counted? A: At month end, by me.

Q: Voucher each time? A: For most of it. Some are just small.

Recommended next step - offered, not built:

One imprest register with a named custodian, a fixed float, a running balance on every entry, a supporting document type on every payment, and a count line that closes the register against the physical money.

Workflow: Payment made against a document → Voucher raised and approved → Running balance updated → Replenishment raised separately → Physical count → Variance recorded and investigated

Want the CSV, SQL, JSON Schema and Notion mapping for this?