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Accounting & Bookkeeping · How-to guide

Create and submit an imprest request

Request a controlled staff cash advance with project, category, amount, purpose, accounts and supporting attachments.

Audience: Authorised staffFeature: Imprest requestModule v1.4.5
Feature pathAccounting → Imprests → New Imprest Request
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Imprests: Create. 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

Request a controlled staff cash advance with project, category, amount, purpose, accounts and supporting attachments. 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 add_imprest action creates the request and submit_imprest_for_approval moves it into the approval workflow.

At request stage, the advance is not yet ordinary expense; the staff-receivable account tracks accountability until retirement.

The selected category supports project budget control and later classification of actual spending.

Step-by-step workflow

  1. Choose New Imprest Request.
  2. Select project, category and staff member.
  3. Enter request date and amount.
  4. Select payment method, staff-receivable debit and cash/bank credit accounts.
  5. Write a clear purpose.
  6. Upload supporting documents.
  7. Save and Submit for Approval.

Important fields and decisions

ProjectConnects the advance to an active project.
Budget categoryIdentifies the approved spending purpose.
Staff memberPerson receiving and retiring the imprest.
Request date and amountDefine timing and limit.
Payment methodIdentifies how funds will be issued.
Debit staff receivableTracks the amount due from the staff member until retirement.
Credit cash or bankRecords the disbursement source.
Purpose and attachmentsExplain and support the request.

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 select yourself as approver where segregation is required.
  • Use a valid staff-receivable account.
  • Check project budget availability.
  • Do not disburse from the wrong bank account.
  • 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
Approve and disburse an imprest →Retire an imprest and record variance →Configure project budget categories →Configure Accounting approval workflows →Accounting budgets overview →Create an Accounting budget →