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

Imprests overview

Request, approve, disburse and retire staff imprests while recording purpose, receipts, actual spending and variance.

Audience: Project, finance and authorised staffFeature: ImprestsModule v1.4.5
Feature pathAccounting → Imprests
Before you beginThis guide follows Accounting and Bookkeeping module version 1.4.5. The required access is Imprests: View. 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, approve, disburse and retire staff imprests while recording purpose, receipts, actual spending and variance. 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 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.

Step-by-step workflow

  1. Open Imprests and filter by staff, project or status.
  2. Review request amount, purpose, payment method and attachments.
  3. Approve or reject through the configured chain.
  4. Confirm disbursement ledger entries.
  5. Open Retire when receipts and actual spending are available.
  6. Review variance and settlement.
  7. Confirm final status and project budget impact.

Important fields and decisions

RequestStaff asks for an advance linked to project and category.
ApprovalConfigured approvers review amount and purpose.
DisbursementRecords money issued and ledger entries.
RetirementRecords actual spend, receipts and variance.
Refund or balanceHandles unspent or overspent outcomes according to the form.
StatusTracks draft, requested, approved, disbursed and retired stages.

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 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.
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-entryclaim
Create and submit an imprest request →Approve and disburse an imprest →Retire an imprest and record variance →Review imprest ledger entries and attachments →Accounting budgets overview →Create an Accounting budget →