For the Attention of the SIMS FMS6 Operator
Important Banking Contract Information
SIMS FMS6
USER BULLETIN No. 133
Transfer of Funds in Petty Cash
Financial Services for Schools Helpline
Tel: 01992 555753 (Option 1)
Fax: 01992 555727
Email: [email protected]
Included in this bulletin:
 Transfer of Petty Cash
This will need to be performed before the close
of the Natwest Petty Cash book
Financial Services for Schools
SIMS FMS6
Bulletin 133
Page 1
Transfer of Funds in Petty Cash
To transfer the existing cash in hand in Petty cash to the new petty cash you will need to complete
the following instructions.
Please do this before you close the petty cash book in
Tools | General Ledger | Tab 2 Petty Cash Book.
The instructions for closing the Natwest petty cash book are on page 10 of the Important Banking
Contract Information bulletin sent in May.
Step 1
Focus | General Ledger | Petty Cash
Select the Natwest (or the previous petty cash account)
You will now need to add
Place radio button in Expenditure
Select.
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Bulletin 133
Page 2
Add a new petty cash expense folio
Enter an expense cost centre and ledger code
Example below (E22 - Admin Supplies and 401700 - General Office Stationery)
Enter a Description
Enter the total amount shown in the cash in hand box.
Save
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Bulletin 133
Page 3
You will now see the cash in hand and unposted expenditure should agree
Click on save
And Post
Enter the posting period and narrative in the Expense transaction posting details.
Post
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You will now see your cash in hand and unposted expenditure will now equal zero
Step 2
Tools | Books | Tab 3 Cheque Books
Add a new Cheque book
Select your new bank account eg Barclays
Start and end number 999999
Only one cheque will be set up.
Save
Please see the bulletin regarding the Banking Contract Information on how to
set up a new petty cash account
Financial Services for Schools
SIMS FMS6
Bulletin 133
Page 5
Step 3
Focus | General Ledger | Petty Cash
Click through the browse to select the new petty cash bank account
Highlight the new petty cash account eg Barclay
Select
You will see the Cash In Hand is currently zero
Add
Place radio spot in Reimbursement
Select
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Bulletin 133
Page 6
Enter the posting period and amount
Next to cheque book click on the browse
Select the cheque book that was set up in Step 2
Select
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Page 7
Enter a Cheque Payee and narrative
Save
Do you want to keep your changes?
Yes
Post
You will now see the new petty cash account Cash In Hand has increased by the amount in your
petty cash tin.
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Bulletin 133
Page 8
Step 4
Cash Book Journal
Focus | General ledger | Manual Journal Processing
Add
Place the radio button in Cash Book
Next
Select Posting Period
Next
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Bulletin 133
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Select the new bank ledger code e.g. Barclays
Type in the reference and click next
Click on Finish
Add
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Bulletin 133
Page 10
Enter the same Ledger code, Cost centre code and amount used in Step 1
Change the Debit/Credit sign to Credit
Enter a narrative
Update and close
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Bulletin 133
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The bank will show as a debit and the cost centre should be a credit.
This will remove the original expenditure from the cost centre and ledger code.
Save
Post
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Bulletin 133
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Step 5
When you receive your first bank statement you will need to reconcile the petty cash reimbursement
and the cashbook journal created in the previous steps.
Focus | general ledger | Bank Reconciliation
Add
Select the new bank account (e.g Barclay)
Enter the statement number and date.
Save
Click through the browse
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Select the cheque and cashbook journal
Choose each one
Save
You will see that the Cheque created in step 3 will be negated by the cashbook journal.
Save
Please contact the helpline if your require assistance 01992 555 753 (Option 1)
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