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Pay out a salary advance and see it in the books

Once an advance is approved, record the day the money was paid to the employee. With HR linked to Accounting it is posted that day: Employee Advances goes up and the bank or the cash goes down. Each payroll deduction then pays it back, until the advance is cleared.

You need

• hr.loans.payout
• hr.payroll.salaries

Steps

1. Open HR, then Advances, and find the approved advance.
2. Press Record payout, enter the day it was paid and whether it came from the bank or in cash, and confirm.
3. If the day falls in a period Accounting has locked, nothing is recorded and the reason is shown: choose a day in an open period, or ask your accountant.
4. In Accounting, the chart of accounts carries 1450 Employee Advances, and the Payroll accounts panel shows it as the loans and salary advances account. Change it there if your books use another account.

Advances approved before this version are not marked as paid out; record their payout the same way. An advance can be recorded as paid out once. A payout recorded by mistake is undone from More actions on the open advance with Reverse payout and a reason: the entry is reversed on the payout day and the advance can be paid out again. That is refused once payroll has taken a repayment, or if that day is locked.