Cash Advance

Record cash advances ("vale," "loan-against-payroll") given to employees, and have them deducted automatically from the next payroll. Navigate to Staff & Payroll > Cash Advance in the dashboard.

Cash Advance walkthrough video

1. Why Track It Here

Most laundry shops give vale on the spot when staff ask. The risk: nobody remembers it on payday — either it doesn't get deducted (your money), or it gets deducted twice (their pay). LaundryVerse fixes both:

• Recorded immediately — date, amount, employee, optional note
• Deducted on the next payroll generate — pending advances within the payroll period auto-subtract from net pay
• Audit trail — even cancelled advances stay in the list for review

This page is the dedicated workflow. The data flows directly into Payroll.

2. Recording an Advance

Tap Record Advance in the top-right.

Field	Description
Employee	Who's receiving the advance
Amount (₱)	The peso amount given out
Date	Defaults to today. Backdate when recording past advances you forgot to enter
Notes (optional)	Reason — Emergency medical, House repair, Fuel for travel

Save and the advance lands at the top of the list with status Pending.

3. Status Lifecycle

Each advance moves through these states:

Status	Means	Effect on payroll
Pending	Recorded, waiting for the next payroll run	Will be deducted from net pay on the next payroll within the date range
Deducted	Locked in by a generated payroll report	The payroll subtracted this amount from net pay; cannot be edited or deleted
Cancelled	Manually cancelled before deduction	Stays in the list for audit; not deducted

Once an advance moves to Deducted, the row is read-only — the only audit-trail-safe way to "undo" it is to issue a separate adjustment (e.g. a positive expense or a payroll correction).

4. Filtering

Filter	What it does
Period	Limits to advances dated within a date range — useful for "show me Jan advances only"
Employee	One specific employee, or "All Employees"
Status	Pending / Deducted / Cancelled / All

The Outstanding total above the table sums every advance matching the filters, regardless of status.

5. Editing & Cancelling

Pending advances:

• Edit (pencil) — change date, amount, or notes if you logged it wrong
• Cancel (X icon) — moves to Cancelled status; record stays for audit, but the next payroll run skips it
• Delete (trash) — removes the row entirely. Use this only for genuine duplicates or test entries — for "this advance was actually wrong" prefer Cancel so the audit trail survives

Deducted advances:

• All actions are disabled. The advance is locked into a generated payroll report

Cancelled advances:

• Delete (trash) only — past tense, can be cleaned up

6. How Payroll Picks Them Up

When you generate a Payroll report:

1. Payroll picks the date range you specify (e.g. Aug 1–15)
2. For each employee, it queries all Pending cash advances dated within that range
3. Sums them as "Cash Advance Deductions" on the payroll
4. On payroll save, those advances flip from Pending → Deducted

So the practical rule: record advances on the date they were given. If a cashier got vale on Aug 3 but you only remembered to log it on Aug 20, set the Date field to Aug 3 — that way the Aug 1–15 payroll picks it up correctly.

7. Multiple Advances per Period

There's no cap. An employee can have 3 advances in a payroll period (₱500 + ₱1,000 + ₱500 = ₱2,000 deduction), or none at all. They all roll up under "Cash Advance Deductions" on the payroll line.

If the total of pending advances exceeds gross pay for the period, payroll caps net pay at ₱0 — the employee's payroll line shows zero net for that period. The advances are still recorded as Deducted (not split, not partially recovered, not auto-rolled). If you need the unrecovered amount to roll forward, record a new advance manually for the next period.

What's Next?

• Payroll & Compliance — Where cash advances get deducted automatically
• Holidays — Holiday premium calculations on the same payroll
• Activity Log — Cross-reference admin-side advance records (Admin tab)