Debit and Credit transactions advice

[hughess7]

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

 

[Arvin Meyer [MVP]]

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]

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