When a hotel property makes purchases using cash from a register or House Bank, the House Bank needs to be reimbursed. Inn-Flow handles this through the standard AP process – you create an invoice for the cash spent and issue a check to replenish the fund.
Initial Setup
Before processing your first petty cash reimbursement, you need a vendor record for the hotel itself.
Go to Accounting > Vendors.
Create a new vendor using the name and address of your hotel/entity. This vendor represents the property for petty cash reimbursement purposes.
Processing a Petty Cash Reimbursement
Each time the House Bank needs to be reimbursed for cash purchases, follow these steps:
Go to the AP Inbox and create a new invoice against the hotel/entity vendor.
Enter the total amount to be reimbursed.
In the COA section, select the chart of accounts codes relevant to what was purchased (e.g., Supplies, Food & Beverage, Maintenance). Split across multiple COA lines if purchases span different categories.
Attach all backup receipts and documentation to the invoice.
Submit the invoice through the standard Approval workflow.
Once approved, go to the Payments page and print a check for the invoice amount.
Take the check to the bank and cash it.
Return the cash to the register or House Bank.
The petty cash reimbursement flows through AP just like any other vendor payment. This ensures all cash expenditures are properly coded, approved, and visible in financial reports.