Add and Manage Top-ups

Top-up refers to adding more money to the petty cash account when its balance runs low.

Scenario1: If the petty cash account balance is ₹5,000 and drops low after expenses, the account owner can request a top-up. Once the top-up is approved, the payment can recorded in Zoho Expense.

Scenario 2: In some cases, if the admin notices that the balance has dropped low after multiple expenses, they can record the top-up themselves.

Record Top-ups

You can directly record top-ups in petty cash accounts.

To do this:

Navigate to the Admin View.
Click Petty Cash Accounts on the left sidebar.
Click the More icon on the end of the petty cash account for which you want to record top-ups.
Select Top-up from the dropdown.
Select the Date on which you want to record the top-up.
Enter the Amount.
Select the Paid Through account
Provide Reference# and Notes, if necessary.
Click Record Top-up.

(Or)

Navigate to the Admin View.
Click Petty Cash Accounts on the left sidebar.
Click the Account Name of the account for which you want to record top-ups.
Click Record Top-up in the top right corner of the page.
Select the Date on which you want to record the top-up.
Enter the Amount.
Select the Paid Through account
Provide Reference# and Notes, if necessary.
Click Record Top-up.

If the Paid status is enabled, you can record the payment manually, you must record the payment manually. The Paid status allows you to manually record transactions for which the payment has been completed. Otherwise, as soon as a top-up is approved, the payment will be recorded automatically.

Note: To enable the Paid status for petty cash accounts in your organisation, you can write to us at support@zohoexpense.com

To do this:

Navigate to the Admin View.
Click Petty Cash Accounts on the left sidebar.
Click the Account Name of the account for which you want to record payment.
Under the Top-ups and Withdrawals tab, click the approved top-up for which you want to record payment.
In the right pane, click Record Payment in the top right corner.
In the pop-up, verify the amount.
Select the Date on which you want to record the payment.
Update the Paid Through account, if necessary.
Provide Reference# and Payment Notes, if necessary.
Click Record Payment.

(Or)

Navigate to the Admin View.
Click Petty Cash Accounts on the left sidebar.
Click the count next to Uncredited Top-ups under Accounts Summary in the dashboard.
Click the uncredited top-up for which you want to record payment.
In the right pane, click Record Payment in the top right corner.
In the pop-up, verify the amount.
Select the Date on which you want to record the payment.
Update the Paid Through account, if necessary.
Provide Reference# and Payment Notes, if necessary.
Click Record Payment.

Undo Payment

You can undo the payment anytime, if required.

To do this:

Navigate to the Admin View.
Click Petty Cash Accounts on the left sidebar.
Click the Account Name of the account for which you want to undo the payment.
Under the Top-ups and Withdrawals tab, click the approved top-up for which you want to undo the payment.
In the right pane, click Undo Payment in the top right corner.
In the pop-up, enter the reason for undoing the payment.
Click Undo Payment.

Edit Top-up

If you want to make any changes to a top-up, you can edit it.

To do this:

Navigate to the Admin View.
Click Petty Cash Accounts on the left sidebar.
Click the Account Name of the account for which you want to edit the top-up.
Go to the Top-ups and Withdrawals tab and click the top-up you want to edit.
Click the More icon in the top right corner.
Select Edit.
Make the required changes and click Save.

Delete Top-up

If you want to remove a top-up permanently, you can delete it.

To do this:

Navigate to the Admin View.
Click Petty Cash Accounts on the left sidebar.
Click the Account Name of the account for which you want to delete a top-up.
Go to the Top-ups and Withdrawals tab and click the top-up that you want to delete.
Click the More icon in the top right corner.
Select Delete.
Click Yes, Delete to confirm your action.

Record Withdrawal

You can record the petty cash amount returned by account owners as withdrawals. The withdrawn amount will be deducted from the balance of the respective petty cash account.

To do this:

Navigate to the Admin View.
Click Petty Cash Accounts on the left sidebar.
Click the More icon on the end of the account for which you want to record a top-up withdrawal.
Select Record Withdrawal from the dropdown.
In the pop-up, select the date of withdrawal.
Enter the Amount.
Select the account in which you want to record the withdrawal.
Provide Reference# and Notes, if necessary.
Click Record Withdrawal.

(Or)

Navigate to the Admin View.
Click Petty Cash Accounts on the left sidebar.
Click the Account Name of the account for which you want to record the top-up withdrawal.
Click the More icon in the top right corner.
Select Record Withdrawal from the dropdown.
In the pop-up, select the date of withdrawal.
Enter the Amount.
Select the account in which you want to record the withdrawal.
Provide Reference# and Notes, if necessary.
Click Record Withdrawal.

Import Top-ups

Besides adding top-ups, you can also import them.

To do this:

Navigate to the Admin View.
Click Petty Cash Accounts on the left sidebar.
Click the More icon on the top right corner.
Select Import Top-ups.
In the first step, drag and drop a file you want to upload or click Choose File to choose the upload file from your computer. If you want to upload another file instead of the selected file, click Replace File and choose another file.
Verify the Character Encoding. Change it based on your import file, if necessary.
Click Next.
In the next step, the best match to each field in Zoho Expense will be auto-mapped with the fields in the imported file. If there are unmapped fields, you can map them manually.
If you want to save the mapping for future use, mark Save these selections for use during future imports. Click Next.
The data in the unmapped fields will not be imported into Zoho Expense. If you want to map those fields, click Previous and map the unmapped fields.
Once you have mapped all the relevant fields, click Import to import top-ups into Zoho Expense. Based on the account name in your import file, the corresponding petty cash account will be topped up.

Top-up in Bulk

You can top-up multiple petty cash accounts at once, saving time and effort.

Note: If you’ve enabled the Paid status, you need to record payment for each top-up individually.

To do this:

Navigate to the Admin View.
Click Petty Cash Accounts on the left sidebar.
Click the More icon on the top right corner.
Select Top-up in Bulk.
Select the Petty Cash Accounts.
Enter the top-up for each account.
Select the Date for each top-up.
Select the account through which you want to pay.
Provide Reference# and Notes, if necessary.
If you want to add more top-ups, click + Add More Top-ups and enter the top-up details.
Click the Delete icon to remove a top-up.
Click Top-up.