Imprests overview
Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.
Request, approve, disburse and retire staff imprests while recording purpose, receipts, actual spending and variance.
What you’ll accomplish
Request, approve, disburse and retire staff imprests while recording purpose, receipts, actual spending and variance. 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 provides imprest list, create/edit, detail, submit, reject, retire, delete and retirement-delete actions. The form includes project, category, staff, date, amount, payment method, debit staff-receivable account, credit cash or bank account, purpose and attachments.
Retirement records actual spent, variance, expense and credit accounts, reference, notes and receipts.
Ledger panels show disbursement, retirement and refund-related entries.
Follow these steps
- Go to Imprests and filter by staff, project or status.
- Check request amount, purpose, payment method and attachments.
- Approve or reject through the configured chain.
- Verify disbursement ledger entries.
- Go to Retire when receipts and actual spending are available.
- Check variance and settlement.
- Verify final status and project budget impact.
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 disburse an unapproved request.
- Require receipts according to policy.
- Do not retire with unsupported actual spending.
- Reconcile cash or bank payment.
- 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.