Submitting a Petty Cash Closure Voucher in the CU Marketplace
This job aid details how you create a zero Voucher in the CU Marketplace to close a Petty Cash Fund. A zero voucher is a voucher with two lines that net to zero. Submit a zero-Voucher ONLY if you have receipts on hand.
Note: All Petty Cash requests must be submitted for approval to the Office of the Controllers via ServiceNow.
Last Revision: April 2025
Prior to Submitting a Zero-Voucher in the CU Marketplace to Close a Petty Cash Fund:
- Deposit any cash on hand.
- Submit a request via ServiceNow to close the Petty Cash fund.
- Complete the Petty Cash Reconciliation Form.
- One line in the zero Voucher should credit Account 11990 (the total amount of receipts on hand should be a negative number) and the other line should debit the department expense ChartString and Account (the total amount of receipts on hand should be a positive number).
For more details, see the Close a Petty Cash Fund web page on the Procurement Website.
Submitting a Petty Cash Closure Voucher
1. Navigate to the Finance Buying and Paying website, click the CU Marketplace logo, and log in using your Single Sign On.
The JAGGAER application launches.
Note: The CU Marketplace will automatically time out after thirty minutes of inactivity, consistent with other University Enterprise Systems.
2. Select the Pay tile. The Pay dashboard appears.
3. In the Create Vouchers and Receipts section, select Voucher from the Type dropdown and Non-PO from the From dropdown.
4. Enter the Supplier who is the Petty Cash Custodian. Click the Search icon to find and select the Supplier. The Supplier must have a Petty Cash Custodian classification.
Type your criteria in the Quick Search field, press Enter, and click the Add icon for the matching Supplier.
5. Click the Create button. The Voucher form appears.
The Voucher Entry screen appears with the Summary pane indicating the required fields.
1. Navigate to the Summary tab to begin completing the required information.
2. Click the link for the Required Payment Reason Line. The Edit General window appears where you can enter the required Payment Type and the Supplier Invoice No.
3. Select Petty Cash Closure Payment Request from the Payment Reason from the dropdown.
4 For the Supplier Invoice No, enter the current day’s date and “0” for the zero Voucher, (MMDDYY0). For example, if today is 07/01/2025, the Invoice No. should be entered as “0701250”.
5. Click the Save button.
The ChartString in the main Accounting Code section will carry to both Lines of your zero Voucher. If you set up a Default Accounting Code in your Profile, that ChartString information will be automatically populated here.
Edit or enter the ChartString in this section for the first Line, which will be the Petty Cash ChartString to be credited. After you add the second Line of your Voucher for the debit, you can edit the ChartString for that Line at the Line level.
1. In the Codes section, click the Edit Codes Section icon. The Edit Codes window appears.
2. Update the ChartFields as needed. ChartFields must be entered in order left to right as the available values are dependent on the value in the previous field. You can click the Dropdown arrow in the field you are populating to view the available values.
3. Click the Validate icon to ensure your ChartFields were entered correctly. If you corrected a ChartField and it still appears as Required , click the Validate icon again.
4. Click the Save button.
You must enter two Lines to create the zero voucher:
- The first Line represents the credit (negative number) to Account 11990 for the receipts on hand portion of the fund using the ChartString you entered in the main Accounting Codes section.
- The second Line is to debit (positive number) the expense for the receipts on hand. When you add this Line, enter the Account for the expense. The ChartString you entered in the main Accounting Code section is populated by default. You must edit the Accounting Codes (ChartString) for the Line and enter the correct expense ChartString.
Entering the First Line
1. In the Lines section, click the Add Non-PO Item link.
The Add Non-PO Item window appears.
2. In the Product Description field, type “Closing PC#XXXX” for your PC number.
3. In the Quantity field, enter “1” and enter the receipts on hand portion of the fund as a negative number in the Unit Price field.
4. Click the Save button to add the Line. The Item Details appear and the Account field appears as required.
5. Click the Required link for the Account value. The Item Details screen appears.
6. In the Account field, enter the Natural Account 11990.
7. Click the Save button.
Entering the Second Line:
1. Click the Actions link at the top right of the Line section and select Add Non-PO Item.
The Add Non-PO Item window appears.
2. In the Product Description field, type “Closing PC#XXXX” for your PC number.
3. In the Quantity field, enter “1” and enter the receipts on Hand amount of the fund as positive number in the Unit Price field.
4. Click the Save button to add the Line. The Item Details appear and the Account field appears as required.
5. Click the Required link for the Account value. The Item Details screen appears.
6. In the Account field, enter the Expense Natural Account to be debited.
7. Click the Save button.
The ChartString that you entered in the main Accounting Codes section carried down to both Lines you added. Edit the ChartString for the second Line to indicate the ChartString you are debiting.
1. Click the Line Item Actions link at the top right of the second Line and select Override Account Codes.
The Override Line 2: Accounting Codes window appears.
2. Click the Add alternate distribution for Line icon. The Override Line 2: Accounting Codes appears ready for editing.
3. Edit the ChartFields as previously instructed and click Save.
After adding both Lines two your Voucher, if you entered correctly, the Summary pane should indicate Total (0.00 USD).
You must upload all the documentation from ServiceNow
1. In the Summary pane, click the Empty Internal Attachments link.
The Add Attachments window appears.
2. Drag and drop your file to the Drop File section or click the Browse link to search and select your file. You can add additional documentation to this window, if needed.
3. Click the Save Changes button. You can view and attach additional documents via the Attachments tab.
Click the Complete button to submit your Voucher.
The Voucher Submitted confirmation screen appears.
The Closure Voucher will be submitted to the Controller’s Office approval. You can click the Voucher number to view the Voucher details.