Britixo CRMBritixo CRM Enterprise Help Centre
Accounting & Bookkeeping · How-to guide

Approve and disburse an imprest

Review an imprest request, complete the approval chain and confirm the advance payment and ledger impact.

Audience: Assigned approvers and finance staffFeature: Imprest approvalModule v1.4.5
Feature pathAccounting → Imprests → open request
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Imprests: Edit; approval authority. A related screen can remain hidden when an optional module is inactive, a source record is in an ineligible status, the selected account is inactive or the user is not an assigned approver.

What this feature does

Review an imprest request, complete the approval chain and confirm the advance payment and ledger impact. It forms part of Britixo 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 the module flow 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.

Step-by-step workflow

  1. Open the request detail.
  2. Review project, category, staff, purpose, amount and attachments.
  3. Check project budget availability.
  4. Approve or reject through the configured step.
  5. After final approval, process or confirm disbursement.
  6. Review the disbursement ledger entries.
  7. Match and reconcile the bank or cash movement.

Important fields and decisions

Approval statusShows waiting, approved or rejected state.
Requested amount and purposeMust match evidence and project need.
Budget availabilityCheck the selected project category.
Payment method and accountDetermine disbursement source.
Ledger entriesDebit staff receivable and credit cash or bank when disbursed.

What happens after completion

After the action is saved, Britixo 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.

Controls, checks and common mistakes

  • 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.
Accounting and data safetyDeletion, reset, void, refund, mapping, journal and reconciliation actions can change financial history. Use approved access, retain supporting evidence and validate the result in the General Ledger or relevant control report.
Browse connected topics:paymentexpensebankingreconciliationcheckbudgetproject budgetimprestreportapprovalmappingdouble-entryclaimavailability
Create and submit an imprest request →Retire an imprest and record variance →Configure Accounting approval workflows →Reconcile a bank account →Accounting budgets overview →Create an Accounting budget →