Give site staff cash custody and settle it

Site engineers and foremen pay for small things in cash: diesel for a generator, water, a missing fitting. A cash custody (عهدة) gives them that cash on account, and the settlement turns their receipts into expenses on the right projects. Until it is settled, the cash stays on the custody account against their name.

Open a custody

1. Go to Projects > Cash Custody and select Open custody.

2. Choose the employee. The custody is in the employee's branch unless you choose another.

3. Leave Custody account on the custody account of the project settings, or choose another level-5 account of the branch.

4. Enter a Limit if the employee should never hold more than an amount, and the project the expenses are usually for.

5. Save.

An employee has one open custody per branch.

Top up and return

• Top up pays cash to the employee: choose the day, the amount and the cash or bank account it is Paid from. A top-up that would take the custody over its limit is refused.

• Return cash records cash the employee hands back, into the account it is Returned to. You cannot return more than the custody holds.

Each one posts at once: a top-up debits the custody and credits the cash account, a return the other way round.

Settle the expenses

1. Open the custody and select New settlement.

2. Add a line for each expense: What was bought, the Expense account, the amount and, if it was for a project, the project and task.

3. Select Attach receipt on each line and choose the photo or PDF.

4. Save it as a draft, or select Send for approval.

Employees can also settle from the employee app, with a photo of each receipt. See book your hours and settle your custody from the app.

Approve a settlement

Settlements waiting for approval are listed on Settlements to approve. Someone with permission to settle custody, who did not prepare it, opens it and selects Approve and post or Reject with a reason.

Approving posts each expense to its account, with its project and task, and credits the custody. A settlement larger than what the custody holds cannot be approved: top the custody up first, or reduce the expenses.

The custody balance

The custody Holds top-ups less approved settlements less cash returned. When the employee leaves the site, settle the last expenses and return the rest, and the custody holds zero.

Common questions

Can the employee change a settlement after sending it? Yes, they can take it back to draft while it waits for approval, and correct a rejected one and send it again.

Who sees which custodies? Custody managers see all of them. An employee sees only their own.