Cash advances
Vasco cash advances cover staff's own requests, manager decisions, direct grants, payout proof/method, outstanding balance, installments, repayment, payroll deductions, and per-staff history.
Approving or creating a cash advance in Vasco records the staff member's obligation and its administrative flow; Vasco doesn't hand over money automatically. Record a cash advance only after your company's payout process is clear. A cash advance that has never been repaid can be edited or deleted; once there are installments/repayments, the ledger history is preserved and must not be fixed by deleting random rows.
Before you start
Have this ready
- The policy on who may request, approve, and pay out cash advances has been set.
- The payout method, proof, and internal cash advance limit are available.
- The staff profile is active and the related payroll period is known.
- The manager understands that recording in Vasco and moving money are two separate actions.
Done when
- Every cash advance has a traceable staff member, amount, date, method, reference, and note.
- Installments/repayments reduce the remaining debt accurately, oldest first, for staff-level payments.
- Payroll deductions match the balance and the payment proof.
Staff: request a cash advance
- 1
Open Pay → Fund requests
Choose Request cash advance in the staff app.
Result: The amount and note form opens. - 2
Enter the amount
Enter an amount in rupiah above zero that fits the need and company policy.
Result: The value is ready to send with no symbols or extra text. - 3
Add a note
The note is optional, but give a short reason so the manager can assess the request.
Result: The request has context. - 4
Send once
Press Send request and wait for confirmation. The status shows as Pending until it's decided.
Result: The manager sees the request in the approvals queue.To cancel / undo: Close the dialog/X before sending to discard what you entered. Once it's sent, the current staff screen doesn't let you cancel it yourself; contact the manager to have the Pending request rejected if it's no longer needed.If something goes wrong: If the button is disabled or the history fails to load, try reloading when your connection is stable. Don't send a second request before making sure the first one wasn't recorded.
Reply for staff
“A request doesn't mean the money is approved or paid yet. Wait for the status from the manager and confirm how it will be paid out.”
Manager: approve or reject a request
- 1
Open the Cash advance requests queue
Check the name, date, amount, reason, existing cash advance balance, upcoming payroll, and approval authority.
Result: The decision considers the total obligation, not just the new request. - 2
Reject if it isn't approved or was submitted by mistake
Choose Reject on the right request and wait for the success status.
Result: The request becomes Rejected and doesn't create a cash advance balance.To cancel / undo: Don't press an action if you still need clarification. Once a decision is saved, don't make a second decision on the same request. - 3
Approve when the payout is ready
Choose Approve once. Approval creates the cash advance record atomically and updates the related balance/flow.
Result: The request becomes Approved and the staff member's cash advance is recorded.If something goes wrong: Approval in Vasco doesn't move money. Make sure the transfer/cash process and payout proof are handled under your company's controls. - 4
Verify the result
Open the staff member's cash advance details and match the amount and date. If it's wrong and there are no installments/payments yet, use Edit or Delete as appropriate.
Result: The approval and balance have been reconciled.
Manager: grant a cash advance directly
- 1
Choose Grant cash advance/New cash advance
Open Cash advances, then choose the action to create a new record.
Result: The cash advance form opens. - 2
Choose the staff member and amount
Choose the right profile and enter an amount above zero. Check the existing balance so the total obligation is clear.
Result: The cash advance is for the right staff member and amount. - 3
Fill in the date
Choose the payout date by your company's business date; if left empty, the system may use today.
Result: The cash advance falls in the right period.If something goes wrong: A future date or an invalid format may be rejected. Don't change your device clock to force a date. - 4
Fill in the method, reference, and note
Choose Cash, Transfer, Salary deduction, or another available method; add the transfer/slip number and a note.
Result: The payout can be reconciled with external proof. - 5
Pay out per your company's process
Make the transfer/hand over cash through official controls. Vasco doesn't execute the movement of funds.
Result: The cash advance to be recorded has a matching real transaction. - 6
Save once and verify
Press Grant cash advance/Save, wait for success, then open the staff details and match the balance.
Result: The cash advance is recorded as the staff member's debt.To cancel / undo: Close the form or choose Cancel before Save; no cash advance is created. If the money has already been paid out but the form was canceled, record the transaction once it's verified—don't leave a payout unrecorded.
Don't record it twice
Approving a staff request already creates the cash advance automatically. Don't then use Grant cash advance for the same request. Open the staff details and verify before creating a new record.
Read the details and attach proof
- Original amount, date, note, payout method, and reference.
- The balance owed after installments—not just the original amount.
- Status: Outstanding or Settled.
- Who created it and, where available, who settled it and when.
- Installment history: date, method, and amount.
- Proof photo/receipt, if the phone flow offers upload.
Proof photos are sensitive data
Capture only the relevant documents, avoid excess personal information, and don't share proof URLs/files in public channels. Access to private proof can use a temporary link.
Edit or delete a wrong cash advance
| Cash advance status | Edit? | Delete? | Action |
|---|---|---|---|
| Outstanding, no installments yet | Yes, for the data available | Yes, after confirmation | Fix the amount/note, or delete it if the transaction should never have existed |
| Partly paid in installments | Limited | No | Keep the ledger; correct it through the cash advance procedure/support, not by deleting |
| Already settled | No | No | The settlement history is preserved; ask for official handling if it's wrong |
| Already affects a payroll payment run | Limited | Limited | Cancel the payroll payment run first if the procedure allows it |
- 1
Edit before any installments
Open the details, choose Edit, change the wrong amount or note, then Save.
Result: The open cash advance uses the updated values.To cancel / undo: Close the dialog before Save to keep the old values. - 2
Delete a transaction that should not exist
Choose Delete and read the confirmation that only an unpaid cash advance with no installment history can be permanently deleted.
Result: The cash advance is deleted if it qualifies.To cancel / undo: Choose Cancel in the dialog. Once it's deleted, there's no undo on screen; recreate it only if the real transaction does exist.
Permanent deletion is not a payout reversal
If the money has already been handed over, deleting the Vasco record doesn't bring it back. Reconcile the external payout before deleting anything.
Record a partial installment
- 1
Open a cash advance that's still owed
Check the original amount, total installments, and Remaining cash advance.
Result: The installment is applied to the right debt. - 2
Choose Installment/Partial payment
Enter an amount above zero and the method. For per-staff payments, Vasco applies the funds to the oldest cash advance first and records the partial remainder on the next one.
Result: The preview shows which cash advances are settled, the portion that becomes an installment, and the remaining balance.To cancel / undo: Close the dialog or choose Cancel before Save. No new installment ledger entry is created. - 3
Match it against the money received
Make sure the amount has really been paid by the staff member or deducted through a legitimate process. Record the method and proof.
Result: The ledger matches what really happened. - 4
Save and check the partial result
Press Save installment/Settle partially once. If a group process fails midway, read the message about the amount already saved and the remainder not yet processed before trying again.
Result: The remaining cash advance drops by exactly the amount that was successfully paid.If something goes wrong: Don't resend the original amount after a partial failure. Use the remainder that was reported so you don't record an overpayment.
Settle a cash advance
- 1
Verify the actual remainder
Reload the details and match the remainder after all installments and payroll deductions.
Result: The settlement doesn't use an old balance from a stale screen. - 2
Choose Settle
Read the amount and staff member in the dialog. Settlement records the remainder as a ledger payment and marks the cash advance Settled.
Result: The confirmation is ready to be processed.To cancel / undo: Choose Cancel in the dialog; the balance stays open. - 3
Confirm once the proof matches
Continue only if a real settlement has happened and its method/reference can be explained.
Result: The cash advance becomes Settled and no longer counts toward the outstanding balance.If something goes wrong: The settlement screen has no direct undo. If it's wrong, don't create an offsetting cash advance; gather the proof and contact the main admin/Vasco team to handle the ledger.
Settlement is a ledger entry
Don't press Settle just to tidy up the list. This action states that the remainder has been paid, and its history is preserved.
Cash advances in payroll
Payroll reads the cash advances still owed and the deduction amount requested. When a payment run is confirmed, the cash advance amount in the snapshot is settled through the ledger. Always check the payment preview because the balance can change due to installments or other transactions.
| Condition | Impact | Action |
|---|---|---|
| Full deduction | The outstanding balance can reduce net, up to the calculation limit | Make sure the policy and net don't produce a condition that hasn't been approved |
| Installment policy | Shows the intent to deduct in stages; you still have to check the payroll amount | Don't assume the policy toggle automatically determines all the payment math |
| An installment was recorded before payment | Remaining cash advance changes | Recreate the payroll preview before Mark as paid |
| Payment run canceled | The cash advance deductions from that run are restored | Check the balance and reconcile the external money |
| Paid payroll | The final snapshot keeps the deduction at the time of payment | Later corrections need reconciliation, not rewriting the payslip |
Reconcile cash advances regularly
- The total of new cash advances matches the transfers/cash that were actually paid out.
- Each staff approval creates only one cash advance.
- Installments and settlements match the receipt proof or payroll deductions.
- A partial cash advance shows the correct remainder after the installment ledger.
- A Settled cash advance no longer appears as an outstanding balance.
- A canceled payment run restores the cash advance balance that was previously deducted.
- Exports/history are stored safely and shared only with authorized people.
Troubleshooting cash advances
| Symptom | Common cause | Action |
|---|---|---|
| A request appears twice | Staff resent it before checking the history | Don't approve both; reject the duplicate after verifying |
| Duplicate cash advance after approval | The manager also used Grant cash advance | If one has no installments, delete the wrong record after reconciling the payout |
| Can't edit/delete | There are already installments, it's already Settled, or it's tied to payroll | Keep the ledger and use official handling; don't create an offsetting transaction |
| Installment amount partly failed | Processing several cash advances stopped midway | Use the message about the amount that succeeded and process only the remainder |
| Payroll balance is different | Old preview or a new installment | Reload the cash advances and create a new payroll preview |
| Settled by mistake | Confirmation was done on the wrong staff member/amount | Don't create a new cash advance to cover it; gather proof and contact the admin/Vasco team |
| Cash advance deleted but the money was already paid out | The record and the external money aren't reconciled | Record the correct transaction again, or follow the official correction after verification |
Questions and answers
Does Approve on a request send money?
No. Approval creates the cash advance record and updates the balance. The transfer/cash payout is done through your company's process and must be reconciled.
Can staff cancel a cash advance request?
The current staff screen has no self-service cancel once a request is sent. For a Pending request that's no longer needed, contact the manager to have it rejected.
When can a cash advance be deleted?
Only an outstanding cash advance that has never had an installment/payment. Permanent deletion doesn't bring back money that was already paid out.
Can a settlement be undone from the screen?
The settlement screen has no direct undo. Cancel before confirming; if it's already wrong, keep the proof and ask for official handling so the ledger isn't damaged.
How is a partial payment allocated?
In the per-staff payment flow, the amount is applied to the oldest cash advance first; any remainder that doesn't fully settle the next cash advance is recorded as an installment.
What happens to cash advances if a payroll payment run is canceled?
The cash advance deductions made by that payment run are restored along with the cancellation of the Vasco payment record. The bank/cash transactions still need to be reconciled separately.