The Imprests & Retirements feature helps manage the entire cash advance and retirement process for employees, including:
The system automatically calculates variances, updates statuses, and creates the corresponding double-entry accounting transactions.
Before using this feature, ensure that:
To apply an approval workflow for Imprest Requests, you must create a dedicated Approval Setting for the Imprests & Retirements.
How to Create an Approval Setting
Subject: Name of the approval configuration (Example: Imprest)
Related: Select Imprests & Retirements from the dropdown list
Only 1 person needs to approve the transaction: Checkbox that determines the approval mode
If checked, the system sends the approval request to all approvers simultaneously. As soon as any one approver completes the required action (Sign or Approve), the Imprest Request is updated accordingly.
If not checked, the system sends approval requests sequentially based on the order of the approvers list. Each approver must complete their action before the request is forwarded to the next approver.
⚠️ Important Note: When the sequential approval mode is used (Only 1 person needs to approve is unchecked), the order of approvers in the Approvers list is critical. Make sure the approvers are arranged in the desired approval sequence before saving the configuration.
In the Approvers section, add the users responsible for reviewing and approving the transaction.
Staff: Select the employee who will act as the approver
Action: Select the required action: Sign or Approve
Click + to add another approver.
Click − to remove an approver
After completing the setup, click Save to store the approval configuration.
Go to Accounting → Imprests & Retirements to view the complete list of cash advance requests.
Information Displayed in the List
From the list screen, click the + New Imprest Request button (blue button in the top-left corner).
Fill in the Information
Double Entry Accounting Setup
Under Double Entry Accounting Details, the system automatically suggests:
You may change the account mappings if needed. These settings directly affect the accounting journal entries generated by the system.
Complete the Request
Click Submit Request to save.
When No Approval Setting Exists
If no approval workflow is configured for the Imprests & Retirements menu:
Accounting entries are created immediately:
No approval action is required before the cash advance is issued.
When an Approval Setting Exists
If an approval workflow has been configured for the Imprests & Retirements menu:
The system automatically sends approval notifications to the designated approver(s) via:
At that point, the system will:
How Approvers Process an Imprest Request
Approvers receive a notification via email or web notification when an Imprest Request is submitted for approval.
To process the request:
The available action depends on the approval workflow configuration and the action assigned to the approver.
⚠️ Important Note: Only users who have been assigned as approvers in the Approvers list can view and perform the corresponding approval actions. Other users will not see the Sign or Approve buttons for that request.
Click the Ref No or View from the list to view the detailed imprest request.
The detail page displays:
From this page, you can:
After the employee has completed the spending, the imprest must be retired.
Open the Retirement Form
Method 1
From the list screen:
Method 2
From the imprest detail page:
Enter Retirement Information
Click Retire Cash to complete the settlement, the system creates Retirement Ledger Entries and automatically updates the Imprest Request status based on the calculated variance.
⚠️ Important Note:
Example:
Phase 1 – Imprest Disbursement: Imprest Amount: $2.00
When an Imprest Request is approved and the cash is disbursed, the system automatically creates Disbursement Ledger Entries.
| Entry | Account | Amount | Description |
| Debit | Accounts Receivable | Full imprest amount ($2.00) | Records the amount owed by the employee to the company |
| Credit | Cash and Cash Equivalents | Full imprest amount ($2.00) | Records the cash disbursement made by the company |
Phase 2 – Retirement
When a Retirement is saved, the system creates Retirement Ledger Entries. The number of journal lines depends on the calculated variance.
Case 1 – Employee Refunds Unused Cash (Variance > 0 – Under-spent)
Accounting Entries
| Entry | Account | Amount |
| Debit | Expense Account (e.g., Prepaid Expenses) | Actual Spent ($1.00) |
| Debit | Cash and Cash Equivalents | Variance ($1.00) |
| Credit | Accounts Receivable | Amount Requested ($2.00) |
Explanation:
Case 2 – Company Reimburses Additional Expense (Variance < 0 – Over-spent)
Accounting Entries
| Entry | Account | Amount |
| Debit | Expense Account (e.g., Prepaid Expenses) | Actual Spent ($4.00) |
| Credit | Accounts Receivable | Variance ($2.00) |
| Credit | Cash and Cash Equivalents | Amount Requested ($2.00) |
Explanation:
💡 Note: Total Debit ($4.00) equals Total Credit ($2.00 + $2.00 = $4.00), ensuring a balanced journal entry.
Case 3 – Exact Match (Variance = 0)
Accounting Entries
| Entry | Account | Amount |
| Debit | Expense Account (e.g., Prepaid Expenses) | Actual Spent ($2.00) |
| Credit | Accounts Receivable | Amount Requested ($2.00) |
Explanation:
An Imprest Request can only be edited when it is in one of the following statuses: Draft or Pending Approval
To edit an Imprest Request:
From the List Page: Click Edit Request on the corresponding row.
To delete an Imprest Request:
From the List Page: Click Delete on the corresponding row.
⚠️ Important Note: Deleting an Imprest Request will reverse and remove all accounting entries associated with the request, including:
Any related Retirement records will also be removed.
To edit a Retirement:
From the List Page: Click Edit Retirement on the corresponding row.
To delete a Retirement:
From the List Page: Click Delete Retirement on the corresponding row.
⚠️ Important Note: Deleting a Retirement will:
