Advances Management
This module allows you to efficiently track and manage employee salary advances within your organization.
Overview
The Advances Management system provides tools for recording and managing salary advances requested by employees. It helps maintain accurate financial records and tracks repayment schedules if applicable.
Managing Advances
Follow these steps and guidelines to manage employee advances:
1. Search and Filter Records
Use the main search bar at the top to quickly find advances by employee name/ID, date, or reason.
For more specific filtering, click the "Filters" button. You can filter by date range (Start Date, End Date) and Employee (search by name or ID). Click "Apply Filters" to see the results. Use "Reset Filters" to clear selections.
2. Add or Edit an Advance
Click the "Add New" button () to create a record, or the Edit icon () in the table to modify an existing one. A modal window will appear.
- Select Employee: Start typing the employee's name or ID. Select the correct employee from the suggestions. Only active employees can be selected.
- Types: Select the advance type: "Monthly" for advances deducted over several months, or "One Time" for a single deduction.
- Amount: Enter the advance amount. For "Monthly" type, this is the amount deducted *each month*.
- Number of Months: If "Monthly" type is selected, enter the number of months (1-12) over which the advance will be deducted.
- Date: Select the date the advance was given.
- Reason: Enter a brief reason for the advance (required, max 255 characters).
- Attachment: Optionally, upload a supporting document (PDF, JPG, PNG). Maximum file size is 5MB.
Click "Create" or "Update" to save. The total advance amount is calculated if applicable.
3. Review Advance Records
The main table displays advance records. You can:
- Sort Data: Click on column headers (like Name, Amount, Date) to sort the table accordingly.
- View Details: See the monthly amount, number of months, and total amount for monthly advances.
- Control Entries: Use the dropdown above the table to change how many records are shown per page (15, 25, 50, 100).
4. Delete an Advance
Click the trash can icon () in the table row. You will be asked to confirm the deletion. If confirmed, the record and any associated attachment will be permanently removed.
5. Export Data
Click the "Export to Excel" button to download the currently displayed advance data (respecting any active search and filters) as an Excel (.xlsx) file.