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Debit and Credit transactions advice

Discussion in 'Information Technology' started by hughess7, Nov 2, 2005.

  1. hughess7

    hughess7
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    Guest

    Hi all

    I have an expenses system in Access which tracks our staffs Itinerary and
    expenses (personal, business charge card and petty cash). I now have to
    create a function to track Petty Cash floats. I need to hold a balance for
    each currency in the Office Float (safe) and report on running totals against
    each staff member weekly. My expenses table has petty cash transactions in
    (bought on charge card) and out (payment method = petty cash) but I need to
    be able to record Petty Cash amounts given to the staff from the safe and
    returned from staff to the safe. I think I need two tables:

    Petty Cash Float:
    Currency
    Amount

    Petty Cash Transactions:
    Currency
    TransDate
    Amount
    TransType (credit/debit)
    StaffID

    Does this look ok and would I post positive amounts for credit and negative
    amounts for debit?

    Thanks in advance for any help, never was much good with accounts ;-)

    Sue
     
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  3. Arvin Meyer [MVP]

    Arvin Meyer [MVP]
    Expand Collapse
    Guest

    You can do it with either 1 or 2 tables. I prefer 2 tables as it is more
    flexible. Your design, really is more suited to a single table. For a 2
    table design, 1 table should show all the incoming transactions, and 1 the
    outgoing transactions. The Outgoing is 1 to many with the incoming. (There
    can be more than one payment to return the money).
    --
    Arvin Meyer, MCP, MVP
    Microsoft Access
    Free Access downloads
    http://www.datastrat.com
    http://www.mvps.org/access

    "hughess7" <hughess7@discussions.microsoft.com> wrote in message
    news:2950D25C-9948-4476-920A-D3DA225A3F72@microsoft.com...
    > Hi all
    >
    > I have an expenses system in Access which tracks our staffs Itinerary and
    > expenses (personal, business charge card and petty cash). I now have to
    > create a function to track Petty Cash floats. I need to hold a balance for
    > each currency in the Office Float (safe) and report on running totals

    against
    > each staff member weekly. My expenses table has petty cash transactions in
    > (bought on charge card) and out (payment method = petty cash) but I need

    to
    > be able to record Petty Cash amounts given to the staff from the safe and
    > returned from staff to the safe. I think I need two tables:
    >
    > Petty Cash Float:
    > Currency
    > Amount
    >
    > Petty Cash Transactions:
    > Currency
    > TransDate
    > Amount
    > TransType (credit/debit)
    > StaffID
    >
    > Does this look ok and would I post positive amounts for credit and

    negative
    > amounts for debit?
    >
    > Thanks in advance for any help, never was much good with accounts ;-)
    >
    > Sue
     
  4. hughess7

    hughess7
    Expand Collapse
    Guest

    I assume I would need to replicate double-entry book keeping and therefore
    would need extra fields to identify AccountTo and AccountFrom

    eg

    Date Type AccTo AccFrom Curr Amt
    01/11/05 Credit Ted Safe EUR 100
    01/11/05 Debit Safe Ted EUR -100

    We need to be able to see at any one time how much float each individual has
    (inc the office float (safe)) and a history to see where it went.

    I will keep the expenses table seperate which itemises all the outgoing
    petty cash expenses already.

    Sue

    "Arvin Meyer [MVP]" wrote:

    > You can do it with either 1 or 2 tables. I prefer 2 tables as it is more
    > flexible. Your design, really is more suited to a single table. For a 2
    > table design, 1 table should show all the incoming transactions, and 1 the
    > outgoing transactions. The Outgoing is 1 to many with the incoming. (There
    > can be more than one payment to return the money).
    > --
    > Arvin Meyer, MCP, MVP
    > Microsoft Access
    > Free Access downloads
    > http://www.datastrat.com
    > http://www.mvps.org/access
    >
    > "hughess7" <hughess7@discussions.microsoft.com> wrote in message
    > news:2950D25C-9948-4476-920A-D3DA225A3F72@microsoft.com...
    > > Hi all
    > >
    > > I have an expenses system in Access which tracks our staffs Itinerary and
    > > expenses (personal, business charge card and petty cash). I now have to
    > > create a function to track Petty Cash floats. I need to hold a balance for
    > > each currency in the Office Float (safe) and report on running totals

    > against
    > > each staff member weekly. My expenses table has petty cash transactions in
    > > (bought on charge card) and out (payment method = petty cash) but I need

    > to
    > > be able to record Petty Cash amounts given to the staff from the safe and
    > > returned from staff to the safe. I think I need two tables:
    > >
    > > Petty Cash Float:
    > > Currency
    > > Amount
    > >
    > > Petty Cash Transactions:
    > > Currency
    > > TransDate
    > > Amount
    > > TransType (credit/debit)
    > > StaffID
    > >
    > > Does this look ok and would I post positive amounts for credit and

    > negative
    > > amounts for debit?
    > >
    > > Thanks in advance for any help, never was much good with accounts ;-)
    > >
    > > Sue

    >
    >
    >
     

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