Salary Advances

Where: HR > Salary Advances
Who can use it: Menu: payroll.view, users.view or manage users. On the server this page belongs to the HR area, so it needs staff.view to look and staff.manage_attendance to change anything. Owners, admins and super-admins can do everything. Not available on SureScreen plans.
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A salary advance is money you give an employee before pay day and take back later. Each advance goes through four steps: it is requested (Pending), approved (Approved), paid out (Paid) and, as you recover it, deducted (Deducted). A request can also be rejected.

Careful

This page keeps records only. Marking an advance as paid does not move money out of a cash drawer or create an expense, and Record Deduction does not change a payroll. You hand over and take back the money yourself, then write it down here.

Careful

There is no separate approval permission. Everyone who can open this page and change HR data can approve, reject, pay and deduct.

Step by step

Create an advance for an employee

1. Click New Advance.
2. Choose the Employee and type the Amount (at least 1).
3. Set Deduction Months, from 1 to 12. The advance is meant to be recovered in equal installments over that many months.
4. Optionally add a Reason and Notes, then click Create Advance. The advance starts as Pending.

New Advance: the window that opens.

Tip

If the employee has an advance limit set on their profile, the server refuses an amount above the limit and shows the limit in the message.

Approve or reject

1. Find a Pending row. Click the green tick to approve it. There is no confirmation question.
2. Or click the red cross, type the Rejection Reason (required, up to 500 characters) and click Reject.

Mark as paid

1. On an Approved row click the payments icon.
2. Choose the Payment Method: Cash, Bank Transfer or Check.
3. Optionally type a Payment Reference (up to 100 characters) and click Mark as Paid.

Record a deduction

1. On a Paid row click the savings icon. The Deduction Amount is filled with the full remaining balance.
2. Change the amount if you only took back a part. It must be 0.01 or more.
3. Click Record Deduction. The Deducted column grows. The status becomes Deducted when the whole amount has been recovered.

Tip

If you type more than the remaining balance the server records only the remaining balance.

Every setting explained

Setting	What it does
Pending Requests	Number of advances in the list with the status Pending.
Outstanding (unrecovered)	Amount minus deducted amount, added up for Approved and Paid advances.
Pending Deductions	Total still to recover on Paid advances, with the number of those advances.
Search	Looks in the employee name, the reason and the status.
Status filter	All Statuses, Pending, Approved, Paid, Deducted or Rejected.
Employee filter	Show the advances of one employee.
Employee column	Name and, under it, the reason.
Requested column	Date of the request and the number of deduction months.
Amount, Deducted, Remaining	The advance, what has been recovered and what is left.
Status badge	PENDING, APPROVED, PAID, DEDUCTED or REJECTED. Rejected and Deducted rows show No actions.
New Advance form	Employee, Amount, Deduction Months (1 to 12, default 1), Reason (optional, up to 500 characters) and Notes (optional).
Reject form	Rejection Reason. The button stays disabled while the box is empty.
Mark as Paid form	Payment Method (default Cash) and an optional Payment Reference.
Record Deduction form	Deduction Amount. A hint shows the maximum recoverable amount.

Related articles

• Payroll
• Employee Self-Service
• Employees (Human Resources)