What this screen is for
An advance is money paid to an employee ahead of their salary, to be recovered later. This screen holds every advance request and moves it through its life: pending, approved, rejected, disbursed, recovered or cancelled. You can search by employee or advance number, filter by status, sort newest or oldest first, and show deleted records.
Totals shown above the list cover the whole filtered set rather than the page on screen, so the headline figure does not change as you page through.
When to use it
Raise an advance here rather than paying it informally, so the recovery is tracked against the employee and reflected in their balance.
What you see on this screen
Three figures head the page: Total advanced with a count of advances, Recovered from salaries — deducted on approved salary payments — and Still outstanding, which will be offered on the next salary.
Two tabs then give the same advances two ways.
By Employee — one row per person, expandable:
- Employee — name and employee code.
- Advances — how many they have had.
- Total advanced, Recovered, Balance — with a small bar showing how much has come back. A blue line under the balance names any amount sitting on a draft salary, which has recovered nothing yet.
- Latest — the date of the most recent advance.
- A plus icon raises the next advance for that person, with them already chosen.
Expanding a row lists their advances with Advance #, Date, Amount, Recovered, Balance, Status and Recovered from — the payslips the money actually came back out of.
Details — every advance in order, with columns Advance #, Employee, Date, Amount (with the recovery plan, either a number of EMIs or Single), Recovered, Balance, Status and Actions.
Filters and actions
- Search — by employee or advance number.
- Show Filters — opens Search and Status, with a Reset button. A badge counts what is set.
- Clear All — removes every filter.
- Show Deleted / Deleted Only — a chip that switches to deleted records.
- Newest First / Oldest First — flips the sort direction.
- New Advance — raises one.
- Row actions: view, edit, Approve, Reject, Disburse and delete. Edit and delete disappear once a salary has recovered against the advance.
Status values
- Pending — requested, waiting on a decision.
- Approved — agreed, not yet paid out.
- Rejected — turned down.
- Disbursed — paid to the employee.
- Recovered — fully taken back out of salary.
- Cancelled — withdrawn.
Related
- Employee Balances — the outstanding amount per person
- Salary Payments — where recovery is applied against pay