Recording it so it is counted once
An advance goes wrong in two ways. Written on a scrap of paper, it is forgotten and never recovered. Recorded twice — once as cash out on the day and again as salary on payday — it makes the month's salary cost look larger than it was.
The clean way: the advance is money out on the day it is handed over, with the date, the amount, how it was paid (from the drawer or by UPI), who approved it and the month it will be recovered in. On payday the payslip deducts it, and only the net is paid — and booked.
Example
Priya takes ₹3,000 on 14 September, to be recovered in September. Her September salary is ₹15,000 with no other deductions, so her payslip shows ₹15,000 − ₹3,000 = ₹12,000, paid on the 1st. The books show ₹3,000 out on the 14th and ₹12,000 out on the 1st: ₹15,000 in all, counted once.
How Nivasik handles it
- An advance is booked as money out, in the salary category, on the day it is handed over — whether it was given from People & pay or paid out of a counter's drawer.
- It is taken off the payslip in the month set for recovery, and marking that month paid books the net.
- A recovered advance is frozen, because it is part of a paid payslip.
- The owner's record shows every advance given, changed or removed.