Review imprest ledger entries and attachments
Pixie CRM guidance. Follow the route for your workspace, check your role and enabled modules, and verify the result before moving on.
Audit the disbursement, retirement, refunds and receipts connected to an imprest request.
What you’ll accomplish
Audit the disbursement, retirement, refunds and receipts connected to an imprest request. 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 dedicated detail panels and deletion actions for imprest and retirement records. Deleting either can affect the accountability chain and should be tightly restricted.
No ledger entries may appear while a claim or imprest remains draft; that can be correct according to status.
Use project budget detail and account reports to reconcile the wider impact.
Follow these steps
- Go to the imprest detail.
- Check request attachments and approval status.
- Compare disbursement amount with ledger entries.
- Check retirement actual spent and receipts.
- Check variance settlement and any refund entries.
- Trace accounts in the General Ledger.
- Verify final status and no remaining unexplained balance.
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 remove receipts after approval without a replacement record.
- Investigate missing ledger panels.
- Check payment settlement in bank reconciliation.
- Protect staff personal data.
- 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.