Staff advances

Most pharmacies in Pakistan give staff money ahead of their salary: Rs. 5,000 for a family wedding, Rs. 2,000 for a school fee. In MediPOS each advance is recorded against the person who took it, so you always know what everyone still owes, and the money is not lost among your expenses. When it comes back, in cash or kept back from their salary, you record that too.

Staff advances is under Money in the menu. It comes with the Expenses part of your plan; if you do not see it, the owner can check what the plan includes under Plan & billing.

Add the people who work here

Go to Money → Staff advances. Under Add a person ("With or without a MediPOS sign-in"):

1. Name: for example "Asif (helper)". Two people cannot have the same name, so add a surname or nickname if needed.
2. Mobile (optional): for example 0300 1234567.
3. Notes (optional): for example "Delivery, evening shift".
4. Click Add person. Their page opens.

A helper or delivery rider does not need a MediPOS sign-in to be on this list.

Give an advance

On the person's page, under Give or recover:

1. What happened: Give an advance.
2. Cash, bank or wallet: how you paid it, for example Cash from the counter or JazzCash.
3. Amount (Rs.) and Date (today by default; not a future date).
4. Transaction reference: needed for bank transfer, EasyPaisa and JazzCash.
5. Notes (optional): for example "For a family wedding".
6. Click Save.

Each entry gets a number (ADV-…). An advance paid in cash from the drawer counts in the open shift of the person who records it, the same way a cash expense does.

Recover an advance

When the money comes back, choose What happened: Recover (take back), then How:

• Paid back in cash, bank or wallet: they returned it. Choose where the money went, for example Cash.
• Kept back from salary: you paid them less salary this month. Enter the part kept back. In profit and loss this part counts as salary. Record the rest of the salary as an expense under Salaries, as usual.
• Write off (will not come back): for example, they left without repaying. The amount shows as Staff advances written off in profit and loss. Only people with the Cash book, day book & accounts permission see this choice.

You cannot recover more than the person owes; the form shows "Up to Rs. …".

A typical month: Asif takes Rs. 10,000 on the 5th. His salary is Rs. 30,000, and at month-end you keep back Rs. 5,000: record Kept back from salary for Rs. 5,000 and a salary expense of Rs. 25,000. He still owes Rs. 5,000, which you keep back next month.

See what everyone owes

Money → Staff advances shows:

• Owed by staff: the total still owed, and by how many people.
• Given this month and Recovered this month.
• The list of people with what each Owes. Show Working here, Owe something, Left or Everyone, or search by name or phone.

Click a name for their statement: every advance and recovery by Date, with its Amount (money that came back is in green) and, under Owes, what they owed after it, and the cards Owes, Given and Recovered. Entries from every branch are shown: what a person owes is one amount.

Fix a mistake

Click the void button (the crossed circle) on the entry and give a reason. The entry stays on the statement, marked as voided, and the money goes back where it was. Voiding needs the Cash book, day book & accounts permission.

You cannot void an advance if more has been recovered from the person than would be left; void the recovery first.

When someone leaves

Open their page, untick Works here under Details and click Save details. They must not owe anything: recover the advance or write it off first. They stay on the list under Left, with their statement.

Who can do what

In the books

Money given as an advance is not an expense: it is still yours, owed to you. It shows as Staff advances under assets on the balance sheet until it is recovered. Only the part kept back from salary (as salary) and a write-off reach profit and loss.

Related guides

• Recording expenses
• Shifts and the cash drawer
• Balance sheet and trial balance
• Team and roles