Replenish Petty Cash

Top a petty cash fund back up toward its imprest amount from a bank account, and record the transfer in the ledger.

Checked against the product 06 Oct 2026

Goal

Move money from a bank account into a petty cash fund so its balance rises, never past the imprest amount.

Before you begin

An active petty cash fund Each fund has an imprest amount (its ceiling) and a cash control account.
A cash or bank account to pay from Accounting > Chart of Accounts.
An open financial period for today's date

Steps

Open Replenish Petty Cash
In the menu choose Expense, then Operations, then Replenish Petty Cash. The list shows active funds only. When there are none you see No active petty cash funds found.
Check the shortfall
The Shortfall column shows the imprest amount minus the current balance. A dash means the fund is full.
Select Replenish
Select Replenish on the fund's row. The Replenish Petty Cash Fund window opens.
Screenshot pending
Replenish Petty Cash Fund window with the bank account chosen and the amount filled with the shortfall
1. 1Bank account the money leaves from.
2. 2Amount, filled with the shortfall. You can lower it.
3. 3Optional reference.
Check the bank account
Bank Account starts with the fund's funding account when one is set. Change it if the money comes from elsewhere.
Check the amount
Amount starts at the shortfall. Lower it for a part payment. You cannot go above the shortfall.
Confirm
Add a Reference if you want one, then select Confirm. The button shows Replenishing.... A green message says how much was added. The fund's Current Balance rises by that amount.

Field reference

The list:

Field	Type	Required	Details
Fund Name	Text	No	Search uses this column.
Branch	Text	No	The fund's branch, or a dash.
Custodian	Text	No	The person who holds the cash, or a dash.
Imprest Amount	Number	No	The fund's ceiling.
Current Balance	Number	No	What the fund holds now.
Shortfall	Number	No	Imprest Amount minus Current Balance, in amber. A dash when there is none.
Actions	Button	No	The Replenish button. It shows even when the shortfall is zero; Winlium then refuses the payment.

The Replenish Petty Cash Fund window:

Field	Type	Required	Details
Bank Account	Dropdown	Yes	Each option reads code - name. Empty list text: No cash/bank accounts found. If empty on confirm: Select the bank account this replenishment is funded from.
Amount	Number	Yes	Default: The shortfall Placeholder 0.00, two decimals. Must be above zero (Enter a replenishment amount greater than zero). Cannot exceed the shortfall. A line under the field shows imprest, balance and shortfall.
Reference	Text	No	Placeholder: e.g. transaction reference.

Statuses and what happens next

Replenishing raises the fund's balance by the amount you confirmed. The first replenishment of a new fund is how it gets its first money, and Winlium records it as the initial funding. Funds have no approval status here. Later petty cash claims are paid from this balance.

Correcting a wrong balance

If a replenishment or disbursement was entered wrongly, use the balance-correction dialog. It is not on this screen. Open it from the fund list under Expense > Operations > Petty Cash Funds, with the row action Adjust balance. It is described on Petty Cash Funds.

Ledger impact

Ledger impact: Confirm in Replenish Petty Cash Fund

Debit and credit entries for Confirm in Replenish Petty Cash Fund
Side	Account	Where the account comes from	Amount
Dr	The fund's cash control account	Set on the fund (Petty Cash Funds > Control Account)	The amount you confirmed
Cr	The bank account you chose	Bank Account field in the window	Same amount

The entry is dated today and falls in today's period. The fund's own control account is used, not a company default.

Approvals

Replenishing needs no approval.

Reverse or void

There is no void. For a mis-entered amount use Adjust balance; it posts a new correcting entry and needs a reason.

Who can do this

Listing needs expense:petty-cash-funds:read. Replenishing needs expense:petty-cash-funds-replenish:create. The account list also needs accounting:chart-of-accounts:read. See Roles and permissions.