> For the complete documentation index, see [llms.txt](https://knowledge.rollcredits.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://knowledge.rollcredits.io/project/petty-cash.md).
# Track petty cash
Set the production's petty cash total, give petty cash to people and teams, and track what each person has spent and has left.
Use the Petty Cash page, headed **Petty Cash Allocation**, to give people petty cash, group them into teams and see what each person has spent and has left. Open it from **Project > Petty Cash** in the sidebar, which shows it to Owners, Super Admins, Managers, Department Heads, Cast and Crew and Card Holders.
{% hint style="info" %}
If your company uses petty cash, **Petty Cash** shows in the sidebar. Owners, Super Admins and Managers see everyone on the production. Everyone else sees only their own row and, if people report to them, their team.
{% endhint %}
## Read the summary
Owners, Super Admins and Managers see a **Summary** card at the top of the page:
* **Program Total**: the production's total petty cash.
* **Allocated**: the total given out to people and teams.
* **Unallocated**: the Program Total minus what's allocated. It turns red when you've allocated more than the Program Total.
* **Spent**: the total of everyone's receipts.
* **Remaining**: the Program Total minus what's spent. It turns red when spending goes over the Program Total.
## Set the program total
Owners and Super Admins can change the Program Total.
1. In the **Summary** card, select the pencil next to the **Program Total** amount.
2. Enter the new total in US dollars. It can't be negative.
3. Select the save button next to the amount. To leave without saving, select the **X**.
## Read the table
The table lists everyone on the production. To add people, see [Manage your team](/project/team.md).
* **Name**: the person's name. Someone with people reporting to them shows as a team, **(Team)** followed by their name. Select the arrow next to a team to see who's in it.
* **Type**: **Team** for the team as a whole, **Lead** for the person the team reports to, and **Member** for everyone else, including people who aren't in a team.
* **Allocated**: the petty cash given to the person or team.
* **Spent**: the total of every receipt the person has added on the production. A team's **Spent** adds up everyone in it. To add receipts, see [Add receipts, invoices and estimates](/transactions/transactions/add-transactions.md).
* **Remaining**: **Allocated** minus **Spent**. It's green when money is left and red when the person or team has overspent.
* **Reports To**: who the person reports to for petty cash.
On a phone, the **Name** column fills the screen, so swipe the table sideways to see the other columns.
## Build teams
Owners, Super Admins and Managers choose who reports to whom. Anyone with people reporting to them becomes a team lead.
1. Find the person's row. If they already lead a team, open the team and use their **Lead** row.
2. Select their **Reports To** cell.
3. Choose who they report to. You can type a name to search the list.
The change saves right away. The list leaves out the person themselves. Don't choose anyone who's already in their team, including people in a team under them. A team lead can report to another team lead, so teams can sit inside teams.
## Allocate petty cash
Owners, Super Admins and Managers can set anyone's allocation.
1. Select the **Allocated** cell on a **Member** or **Team** row.
2. Enter the amount, then press Enter or select outside the cell.
The change saves right away. Allocations can't be negative.
How team allocations work:
* The **Team** row holds the whole team's petty cash. When someone gets their first team member, their own allocation becomes the team's.
* Members' allocations come out of the team's. The **Lead** row shows what's left for the lead, and you can't edit it there. To give the lead more, raise the team's allocation or lower a member's.
{% hint style="info" %}
If people report to you, you can set the allocations of the people and teams under you, even if you aren't an Owner, Super Admin or Manager. You can't change your own allocation or your team's total.
{% endhint %}
## Export a person's Petty Cash Log
1. Select the **...** menu at the end of the person's **Lead** or **Member** row.
2. Select **Export**.
A zip file downloads with the person's Petty Cash Log as an Excel sheet and a PDF of their receipts. The sheet lists each receipt with its date, vendor, notes, amount and budget line, then the amount received, the balance due and a line for the person's signature.
Owners, Super Admins and Managers can export anyone's log. Team leads can export the logs of the people in their team, but not their own. Nobody else can export a log, even their own.
{% hint style="info" %}
**Export** works only for people who have an allocation or a **Reports To** set.
{% endhint %}
## Export the summary
Owners, Super Admins and Managers can download the whole production's petty cash.
1. Select **Export Summary** under the **Summary** card.
2. In **Export Petty Cash Summary**, leave **Include PDF with all petty cash documents** ticked to also get a PDF of the receipts. Untick it to get only the Excel sheet.
3. Select **Download PC Summary**.
A zip file downloads with the petty cash grid as an Excel sheet: a column for each person with receipts, a row for each budget line, and what each person spent, received and is due. To close without downloading, select **Cancel**.
---
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