Petty Cash Management

An Odoo module for managing petty cash operations, tracking expenses, and handling reimbursement workflows.

Overview

This module extends Odoo's HR Expense functionality to provide a complete petty cash management solution. It allows organizations to:

• Create and manage petty cash accounts
• Track expenses associated with each petty cash account
• Monitor cash flow and balances in real-time
• Handle expense approval workflows
• Generate reports on petty cash operations

Features

Petty Cash Management

• Create petty cash accounts with designated responsible employees
• Set initial cash amounts for each petty cash account
• Track opening and closing dates
• Associate refund accounts for reconciliation
• Three-state workflow: Draft → Open → Closed

Expense Tracking

• Link expenses to specific petty cash accounts
• Automatic calculation of expenses by state:
  • Draft: Expenses to report
  • Reported: Expenses pending approval
  • Approved: Expenses to be reimbursed
• Real-time balance calculation (Cash on Hand)

Integration

• Seamless integration with Odoo's HR Expense module
• Integration with Account module for financial tracking
• Mail integration for notifications and activity tracking

Installation

1. Copy the petty_cash_management module to your Odoo addons directory
2. Restart Odoo server
3. Update the apps list or reinstall the module
4. Install the module from the Apps menu

Dependencies

This module depends on the following Odoo modules:

• hr - Human Resources
• hr_expense - Expense Management
• account - Accounting
• mail - Email Integration

Module Structure

petty_cash_management/
├── __init__.py              # Module initialization
├── __manifest__.py          # Module metadata
├── models/
│   ├── __init__.py
│   ├── petty_cash.py        # Main petty cash management model
│   ├── hr_expense.py        # Extended hr.expense model
│   └── hr_expense_sheet.py  # Extended hr.expense.sheet model
├── views/
│   ├── petty_cash_view.xml      # Petty cash form, list, and kanban views
│   ├── hr_expense_views.xml     # Expense form modifications
│   └── hr_expense_sheet_views.xml # Expense sheet modifications
├── security/
│   └── ir.model.access.csv  # Access control definitions
├── static/
│   └── src/
│       └── scss/
│           └── petty_cash.scss  # Styles
└── i18n/                    # Internationalization files

Models

Petty Cash Management (petty.cash.management)

Main model for managing petty cash accounts.

Field	Type	Description
name	Char	Petty cash account name
responsable_id	Many2one (hr.employee)	Responsible employee
cash_amount	Float	Initial cash amount
cash_notes	Html	Additional notes
date_opened	Date	Opening date
date_closed	Date	Closing date
refund_account_id	Many2one (account.account)	Account for refunds
expense_ids	One2many (hr.expense)	Associated expenses
expense_sheets_ids	One2many (hr.expense.sheet)	Associated expense sheets
expense_to_report	Float	Total of draft expenses
expenses_to_approve	Float	Total of reported expenses
expenses_to_reimburse	Float	Total of approved expenses
cash_on_hand	Float	Current available cash
petty_cash_states	Selection	Account state (draft/open/closed)

Extended Models

• HrExpense (hr.expense): Extended with petty_cash_management_id field
• HrExpenseSheet (hr.expense.sheet): Extended with petty_cash_management_sheet_id field

Usage

Creating a Petty Cash Account

1. Navigate to the Petty Cash Management menu
2. Click "Create" to open a new petty cash account
3. Fill in the required fields:
   • Name: Descriptive name for the petty cash
   • Responsable: Employee responsible for the account
   • Cash Amount: Initial fund amount
   • Refund Account: Account for reconciliation
4. Click "Open Petty Cash" to activate the account

Recording Expenses

1. Go to Expenses menu
2. Create a new expense
3. Select the associated Petty Cash account
4. Fill in expense details (description, amount, etc.)
5. Submit the expense for approval

Managing Workflow

• Draft: Initial state, expenses can be created
• Open: Active state, expenses can be submitted
• Closed: Account is closed, no new expenses allowed

Monitoring Balances

The petty cash form displays real-time calculations:

• Cash on Hand: Current available balance
• Expenses to Report: Draft expenses awaiting submission
• Expenses to Approve: Submitted expenses awaiting approval
• Expenses to Reimburse: Approved expenses pending reimbursement

Security

Access to petty cash management is controlled by the access control list defined in security/ir.model.access.csv. Users need appropriate permissions to:

• Create petty cash accounts
• View expenses
• Submit and approve expenses

Development

Adding New Features

1. Extend the PettyCashManagement class in models/petty_cash.py
2. Add new fields with appropriate compute methods
3. Create button actions for custom functionality
4. Update views in views/petty_cash_view.xml

Testing

To test the module:

1. Install the module in a development Odoo instance
2. Create test petty cash accounts
3. Record test expenses through various workflow states
4. Verify balance calculations

License

This module is licensed under the LGPL-3 license.

Author

Grupo Quanam Colombia SAS
Website: grupoquanam.com.co

Support

For support or issues, please contact the development team or create an issue in the project repository.