Approve and disburse an imprest
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Follow this guide to review an imprest request, complete the approval chain and confirm the advance payment and ledger impact.
What you’ll accomplish
Review an imprest request, complete the approval chain and confirm the advance payment and ledger impact. It forms part of Pixie CRM Enterprise CRM's Accounting & Bookkeeping module and uses the module's permission-aware controller, status and mapping flow rather than a generic spreadsheet process.
How it works
The module has submit and reject actions for imprests and displays approval and ledger details. Approval setup can use direct manager, department manager or named staff.
The disbursement establishes an amount receivable from the staff member, not final project expense. Retirement later recognises actual spending and variance.
If the payment fails, do not mark the request disbursed merely because approval completed.
Follow these steps
- Go to the request detail.
- Check project, category, staff, purpose, amount and attachments.
- Check project budget availability.
- Approve or reject through the configured step.
- After final approval, process or confirm disbursement.
- Check the disbursement ledger entries.
- Match and reconcile the bank or cash movement.
Settings to check
Check it worked
After the action is saved, Pixie CRM keeps the Accounting record connected to its source and updates the visible status or ledger data supported by this workflow. Review the saved result rather than relying only on a success message. Where the action posts accounting data, total debits and credits must balance and the accounts must match the approved mapping or manual selection.
- Open the saved record and confirm its final status.
- Review the source reference and every debit and credit line where ledger data was created.
- Use the relevant register, ageing, reconciliation or report to verify the wider effect.
Common mistakes to avoid
- Do not approve unsupported requests.
- Do not pay a rejected request.
- Keep staff receivable and payment account correct.
- Record rejection reasons.
- Use the least destructive correction available and record the reason for material changes.
- Do not bypass a permission, approval or closed-period control by changing unrelated data.