Retire an imprest and record variance
Record actual expenditure, receipts and the difference between the staff advance and eligible spending.
What this feature does
Record actual expenditure, receipts and the difference between the staff advance and eligible spending. 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 retire_imprest action creates retirement data, and the interface shows actual spent, variance, retirement notes, receipts and ledger entries. It distinguishes exact match, under-spent and over-spent outcomes.
An underspend can require cash repayment; an overspend can require reimbursement or further approval. The module's displayed accounts and workflow should be followed.
Retirement clears the staff accountability only when all required settlements are recorded.
Step-by-step workflow
- Open the disbursed imprest.
- Choose Retire.
- Enter retirement date and actual spent.
- Select the expense debit and settlement or credit accounts.
- Review calculated variance as exact, underspent or overspent.
- Upload receipts and add notes/reference.
- Save and review retirement and refund ledger entries.
Important fields and decisions
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 enter actual spent without evidence.
- Do not hide over-spend by changing the original request.
- Resolve unspent cash according to policy.
- Check project category impact.
- 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.