P/C Entry

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Petty Cash is the distribution of cash funds to pay for employees' on a Productions for various expenses, usually smaller purchases such as materials and supplies.  Use the P/C Entry [pcent] program to record both Petty Cash Advances (Amount Advanced), Petty Cash Receipts and Petty Cash Returned (Accounted for Amount).  To disburse Petty Cash to each vendor and/or employee, he or she must be set up in Vendor Entry [apven] and have a Petty Cash Advance Account Number entered in his or her record.

 

 

WARNING:

 

Please be advised you are not able to access the P/C Entry [pcent] screen until your User ID and default codes are setup.  If they are not setup, the following warning message will display upon opening the screen.

 

 

Your default Series, Location and Set Codes can be input in the User Entry [suuser] screen located in the 'Setup' module.  Once saved, the P/C Entry [pcent] screen becomes accessible.

 

 

 

Open:

 

To access the P/C Entry [pcent] screen, click on Tab #5 or press 'ALT' and the number '5' Key simultaneously to open the screen.

 

P/C Entry [pcent] can also be accessed in the 'P/C' module from the menu tree (see following screen shot).

 

You can also access this screen by typing the screen or acronym name in the blue prompt bar located above the 'Setup' menu.  Then, press Enter.

 

 

 

The screen then appears.

 

 

 

Reference Information:

Reference Number - System-assigned number that is also referred to as transaction number.  To generate the next sequential Reference Number, press the F4 Key or select the 'Add' icon located on the toolbar.  You can also right click outside a field (in which the 'Add' option appears) to add the next record.

 

Effective Date -  Date of the transaction that is recorded on the Bible Report [bdbr]; should default with today's date after generating the Reference Number.  You can always change it by typing over the defaulted date or by right clicking in that field for the calendar selection to appear.  Please note you can not input a date that is in a previously closed period.

 

 

 

 

Note

NOTE:

 

Please email a request to support@castandcrew.com if you need a transaction's Effective Date changed and include the Reference Number(s).  Please be advised depending on your specific studio's guidelines, the Support Department may need to obtain approval from your Studio Finance Executive before proceeding.

 

 

 

Description - Explanation of this P/C transaction as a whole which can hold up to 30 alpha/numeric characters.

 

Status - Overall status of the transaction.  This field is marked with a 'U' for an Unposted entry until you post it in the Post P/C Transactions [pcpost] screen.  As long as the transaction is marked with an unposted status, you are able to modify it.  Once posted, it is marked with a 'P' for Posted.  PSL3 updates the status automatically.

 

 

Note

NOTE:

 

Please email a request to support@castandcrew.com if you need a transaction unposted and include the Reference Number(s). Please be advised depending on your specific studio's guidelines, the Support Department may need to obtain approval from your Studio Finance Executive before proceeding.

 

 

 

Batch Information:

 

Codes that are attached to the transaction.  These fields are pulled from the User Entry [suuser] screen located in the 'Setup' module (if setup beforehand).  To change the defaulted codes, press the F2 Key or right click in any of these fields (Batch, Production, Company, Bank and Currency) and make your selection.  Please note the Bank Code field setup in the Bank Entry [subank] screen is where the P/C Box/Custodian Account is pulled from.  To set up a new P/C Custodian, do so in the Bank Entry [subank] screen located in the 'Setup' module.

 

 

Vendor Information:

 

Only vendors with Advanced Accounts setup in Vendor Entry [apven] are displayed in the vendor pick list in P/C Entry [pcent].  This is done by check marking the 'Petty Cash' option in which the P/C Advance Account field becomes accessible in Vendor Entry [apven].

 

Select the vendor needed by pressing the F2 Key or by right clicking in the Vendor ID field.  Once the list of vendors appears, you can scroll through to find the vendor or click on the column headers: Name, City or Vendor to sort alphabetically or numerically. If the vendor does not exist in PSL3, you can add it by pressing the F5 Key or selecting the 'Zoom' icon located on the toolbar.  This zooms into the Vendor Entry [apven] screen. To search for a vendor while zoomed into the Vendor Entry [apven] screen, type the wildcard character using the asterisk (*) in the Vendor Name field.  For example, if you want to see if vendor John Smith exists, you would type *John* or *Smith* and press the F7 Key or select the 'Find' icon located on the toolbar.  PSL3 displays how many records for that criteria exist by selecting the 'Arrow' icons (First, Prior, Next and Last) located on the toolbar or by pressing the 'Page Up' or 'Page Down' Keys until you find the vendor needed.  Once you locate the vendor, press the F1 Key, then 'F' option or select the select the 'Fetch' icon to fetch this record back to the P/C Entry [pcent] screen.

 

 

Envelope Information:

 

Envelope Number - User-defined code or number identifying each P/C envelope which can hold up to eight alpha/numeric characters.  The concept of an envelope is that each P/C transaction can involve not only disbursing cash, but also receiving receipts and cash from vendors.  The receipts would be kept in an envelope for future reference and the transactions would be listed on the front of the envelope.                

                                         

Note

NOTE:

 

Please email a request to support@castandcrew.com to make the Envelope Number a white colored field as white fields are required before proceeding in PSL3.

 

 

 

Amount Advanced - Dollar or other currency amount that is being given (advanced) to the P/C Vendor.  After inputting the Amount Advanced, PSL3 automatically creates two distribution lines.  The first automated line displays the Advance Account Number for the P/C Vendor set up in the Vendor Entry [apven] screen (debiting the P/C vendor's Advance Account).  The second automated distribution lines displays the account number for the P/C Box/Custodian set up in the Bank Entry [subank] screen (crediting the P/C Box/Custodian 's account).

 

Accounted for Amount - Total amount (total cash + receipts) that is being received from the P/C Vendor.  After inputting the Accounted for Amount, PSL3 automatically creates one distribution line.  The automated line displays the Advance Account Number for the P/C Vendor set up in the Vendor Entry [apven] screen.

 

Amount Distributed - Read-only field that sums the amounts coded to Expense Account Numbers in the distribution lines.  As you enter amounts coded to Expense Accounts, this field totals those amounts.  The Amount Distributed must equal the Accounted for Amount before you can save the P/C Entry [pcent] transaction.  Please note you are not able to access this field.

 

 

Distribution Lines:

 

PSL3 automatically creates distribution line(s) once you enter an amount in the Amount Advanced and Accounted for Amount fields.

 

First Amount Advanced Distribution Line - This automatically created distribution line is created if you enter an amount in the Amount Advanced field.  It displays the Advance Account Number for the P/C Vendor set up in the Vendor Entry [apven] screen (the debit from the P/C vendor's Advance Account).

 

Second Amount Advanced Distribution Line - This automatically created distribution line is created if you enter an amount in the Amount Advanced field.  It displays the account number for the P/C Box/Custodian set up in the Bank Entry [subank] screen (the credit from the P/C Box/Custodian 's account).

 

First Accounted For Amount Distribution Line - This automatically created distribution line is created only if you enter an amount in the Accounted For Amount field.  It displays the Advance Account Number for the P/C Vendor set up in the Vendor Entry [apven] screen.        

 

 

Note

NOTE:

 

Please email a request to support@castandcrew.com to turn off the P/C Entry [pcent] automated distribution lines function.  If this feature is turned off, you will have to input the distribution lines in manually.

 

 

 

If you prefer not to have PSL3 automatically create the distribution line(s), input the following fields manually.

 

Account Number - Chart of Accounts number that will be debited or credited on this distribution line.  Press the F2 Key or right click to choose the account number.  If the account number doesn't exist in PSL3, you can add it by pressing the F5 Key or selecting the 'Zoom' icon located on the toolbar.  This zooms into the Chart of Accounts Entry [glca] screen in which you can add the account number immediately.  Once saved, press the F1 Key, then 'F' option or select the 'Fetch' icon to fetch the account back to the P/C Entry [pcent] screen.

 

 

Note

NOTE:

 

The Series, Location, Set and Free Field Codes are brought over from the User Entry [suuser] screen located in the 'Setup' module if setup.  Otherwise, press the F2 Key or right click in these fields to make your selection.

 

 

 

1099 and Third Party Expense - 1099 Code associated with the distribution, if any.  A 1099 is a tax form. Press the F2 Key or right click to choose the necessary code.  The State Worked field in the Vendor Information section must be input for the 9 field to be accessible.  Please note if the 9 field does not have a code displayed, the 3rd Party field will not be available to select the Third Party Vendor.

 

Description - Explanation for this distribution line which can hold up to 30 alpha/numeric characters.

 

Amount - Dollar or other currency amount for this distribution line; should default with the remaining P/C amount when you input an amount in the Amount Advanced and/or Accounted for Amount fields.  Please note if you press the F2 Key or right click in the Amount field, a calculator displays for your convenience.

 

 

 

 

Helpful Hints:

 

Make sure to input all white colored fields as white fields are required before saving in PSL3.
To save this entry, select either 'Save' icon located on the toolbar.        

 

You can also press the F1 Key, then 'U' option to Update which saves and remains on screen or press the F1 Key, then 'A' option to Accept which saves and clears the screen (most common).

 

 

 

To add another distribution line, press Enter or Tab where the last line was entered.

 

To insert a distribution line in between already existing lines, place your cursor where you want to add and press the F4 Key or select the 'Add' icon .  A new line is added beneath.

 

To delete a distribution line, place your cursor in the line you want to delete and press the F10 Key or select the 'Delete' icon .  A red strike-through line appears which is deleted upon saving.
To search for an existing entry, press the F7 Key or select the 'Find' icon when the screen is clear.  All records appear in which you can scroll through using the 'Arrow' icons (First, Prior, Next and Last) or by pressing the 'Page Up' or 'Page Down' Keys until you find the entry needed.