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Expenses, advances and payroll

A teacher buys classroom materials and submits a claim with a receipt. Her assigned approver checks the evidence before finance records the liability and settlement. Payroll follows its own prepared and submitted run; neither approving a claim nor calculating salary proves money was paid.

On this pageCheck employee links and posting setupSave an expense claim draftCheck the saved draft and next actionRequest an advance or petty-cash floatPrepare payroll structures and assignmentsPrepare and review a payroll runTroubleshoot a blocked action

Check employee links and posting setup

  • Confirm the employee’s linked user and expense approval responsibility.
  • Review expense payable, cash or bank, employee advance and default expense accounts with finance.
  • Prepare salary components, structures, employee assignments and applicable compliance configuration before creating a payroll run.

Save an expense claim draft

  1. Open People → Expenses & advances and choose New expense claim. Confirm Employee and Posting date.
  2. Add an expense line with Description, Expense date, Claimed amount and Expense account. The example uses Bus fare to the textbook supplier, KES 800 and Transport costs.
  3. Choose Advance to settle only when the claim accounts for an existing paid advance or petty-cash float.
  4. A draft can be saved without evidence. Attach the required receipt to every line before sending it for approval. Choose Save draft while preparing the claim.
A real KES 800 expense draft prepared for Alice Chebet, with evidence still required before approval.1 Purpose supported by evidence2 Claimed expense amount3 Evidence required before approval

Check the saved draft and next action

  1. Find the request in My requests or the permitted Claims view. Confirm Employee, Date, Amount and Draft status.
  2. Use its row actions to continue the claim and attach evidence. Follow the authorized approval workflow when it is ready.
  3. Check the subsequent approval, posting and payment evidence separately. A Draft label and a saved amount are not a receipt or payment.
The saved expense request displays Draft status and Ksh 800.00; no posting or payment was performed.1 Saved draft, not approved or paid2 Open the governed lifecycle actions

Request an advance or petty-cash float

  1. Choose Request funds in People → Expenses & advances.
  2. Select Request type and Employee, then enter Posting date, Amount and a specific Purpose.
  3. Review Advance account and Payment account. The advance account retains the amount until it is settled against the appropriate claim.
  4. Review the configured approver. Use Send for approval when ready, or the adjacent save menu to keep a draft.
  5. Follow the request in Advances or Petty cash and verify any later payment and settlement through their source evidence.
The advance request form separates purpose, advance account, payment account and approval routing.1 Choose advance or petty cash request2 State the purpose of the funds3 Approval is separate from payment

Prepare payroll structures and assignments

  1. Open People → Payroll and review Components and Structures.
  2. Check each earning or deduction component’s posting account before using it in a structure.
  3. Use Assignments to associate the intended structure with each eligible employee.
  4. Review Kenya compliance where applicable and resolve missing setup before submission.

Prepare and review a payroll run

Submitted payslips and ledger entries preserve history. Updating a component account changes future setup; it does not rewrite submitted payroll. Corrections must use the available source lifecycle, not an unrelated manual journal edit.

  1. In Payroll runs, create a run for the intended period and posting date.
  2. Review included employees, earnings, deductions and exceptions.
  3. Resolve missing components, assignments or posting accounts using their owning setup controls.
  4. Use the submission action only after the run has been checked and you are authorized.
  5. Inspect the resulting payslips and linked journals, and verify settlement separately.
The payroll-run form requires a reviewed frequency, calculation period, posting date and payable account.1 Payroll calculation period2 Liability account for payroll payable

Troubleshoot a blocked action

  • Check that the actor has the relevant request, approval or posting permission.
  • Check the employee-user link and assigned approver when a request is not in the expected queue.
  • Inspect the exact missing account or compliance message before retrying payroll.
  • After an interrupted response, inspect source status and journals before submitting again.
Employee setupManual journals and source boundaries