# Cash Payment

### **Module Guide: Cash Payment**

#### **Module Location**

#### Finance > Cash Book Entry > Cash payment

#### **Module Objective**

#### The **Cash Disbursement/Payment** module is a transactional module specifically used to record all expenditures of money in the form of **physical cash**. Its main functions are to pay bills from suppliers (vendors) in cash or to record other direct cash expenditures (for example, for petty cash).

### **1. Main View (Cash Disbursement Entry Form)**

#### The main page of this module is a form for inputting the details of a cash disbursement. The process begins by creating a new document which will then be displayed in the **Cash/Bank Outflow List** module.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-09/scaled-1680-/oOUimage.png)

### **2. Steps to Record a Cash Disbursement**

#### **Step 1: Fill in Header Information**

#### At the top of the form, fill in the main details of the cash payment:

- #### **Type**: Select the type of expenditure, in this case, **Cash Disbursement**.
- #### **Date**: Enter the date the cash was paid out (e.g., September 23, 2025).
- #### **Cash Payment**: Enter the total amount of cash disbursed.
- #### **Cash Book Account**: **Important!** Select the company's cash account that is being used for the payment from the dropdown (e.g., MAIN CASHIER).
- #### **Notes / Memo**: Provide any relevant descriptions or notes.

#### **Step 2: Allocate the Payment**

#### In the detail table at the bottom, you will detail the purpose of this cash expenditure:

1. #### Click the **\[+\]** icon to add a new row.
2. #### **To Pay an Invoice**: In the **Document No.** column, find and select one or more purchase invoice numbers being settled by this payment.
3. #### **For a Direct Expense**: Leave the **Document No.** blank. Directly select the appropriate expense **Account** (e.g., 'Travel Expense' or 'Office Supplies Expense') and allocate it to the relevant **CostCenter**.

#### **Step 3: Verify and Confirm**

#### After all data is filled in and the allocation is correct, use the buttons in the bottom-left section:

- #### **Save**: To save the transaction as a draft.
- #### **Confirm**: To finalize and post the cash disbursement transaction.

### **Workflow & Integrated Business Process**

- #### This transaction can settle accounts payable originating from **Purchase Invoices**.
- #### After being **Confirmed**, this document will appear in the **Cash/Bank Outflow List** and will automatically create an accounting journal entry (e.g., a **Debit** to the Accounts Payable/Expense account and a **Credit** to the Cash account).

### **Tips & Important Notes**

- #### This module is functionally very similar to the **Bank Disbursement** module, but is specifically used for **cash transactions**.
- #### This is the primary module for managing expenditures from **Petty Cash**.
- #### To maintain the accuracy of the company's physical cash records, ensure you always select the correct **Cash Book Account**.