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Site cash history

See the cash paid to a person on site, the expense vouchers that person created, and the cash difference between the two.

Where to find it
Accounts > Payments
Who can use it
People who have the View Payments permission.

Some site staff hold cash for small expenses. This screen compares the cash you gave a person with the expenses that person recorded. The difference shows how much cash the person should still hold, or how much you owe.

For example, Acme gave a site engineer ₹20,000 in cash and the engineer recorded ₹14,500 of expenses. The Cash Difference is ₹5,500.

Before you start

  • You need the View permission on Payments.
  • The cash payments come from released payments of the kind Advance Cash and Reimburse Cash Expense.
  • The expenses are the vouchers that the person created. See Cash expenses.
  • This screen is not in the left menu. Your administrator can give you its link.

How to see the history of a person

  1. Open Site Cash History.
  2. In the box Select a user, choose the person.
  3. The left table lists the processed cash payments to that person, with Payment Date, Mode and Amount.
  4. The right table lists the expense vouchers that person created, with Expense Date, Project Name, Header, Amount, Status Str and Location. The location icon opens a map.
  5. Tick Show Pending: to add the vouchers that nobody has accepted yet.

  6. Read Cash Difference: at the bottom. It is the payments minus the expenses. A number in brackets is negative.

  7. Click Export to CSV above a table to download its rows.

What the tables mean

Name What it means
Payment Date The day the cash was paid.
Mode How it was paid.
Amount The amount paid, or the amount of the expense.
Expense Date The day of the expense.
Project Name The project that the expense belongs to.
Header The reason of the expense.
Status Str The status of the voucher.
Cash Difference: Total payments minus total expenses of the rows you see.

Rules to know

  • Each table adds up its rows at the bottom. If you filter a table, the totals follow the filter.
  • By default only vouchers that were accepted count. Show Pending: adds the others.

If something goes wrong

What you see What to do
Access denied You do not have the View permission on Payments.
No Records The person has no cash payments or no expenses. Try Show Pending:.
The expenses could not be loaded. Please try again. Select the person again.