Employee personal advance account

Yes. and follow the screenshots as a sample. Starting with the payment:

The BS would be:

Creating the deduction item (ignore the Liability acct heading, deductions are normally Liabilities)

The Payslip would be

And the BS would be (with the 350 being the unpaid portion of the payslip)


It’s working fine,Payee drop down not showing in the payment.

The Payee doesn’t have a drop down

but @lubos then your salary/wages will show less in P&L side.

1st Step: Add “Advance to staff” on Asset side
Add “Advance to Staff” in payslip deduction Item.

2nd Step: Whenever you advance money to staff pass Journal Entry (New Payment)-
Advance to staff A/c Dr.
To Bank A/c

3rd Step: While making payslip pass given entry-
Salary A/c Dr.
To Bank A/c
To Advance to staff A/c

4th Step: While making payment entry pass following entry-
Employee Clearing A/c Dr.
To Bank A/c

Only problem I’m facing is that in totality all things will be fine but It would be betrer if like custmer aur vendor , we don’t get name of the employee like for Custmer /Vendor and thus they don’t get adjusted automatically.

Hope team will come out with solution for this too.


Nothing happens automatically in Manager. It is not clear what problem you are looking for a solution to.

The above is incorrect - when making the payslip it would be
Salary A/c - Dr
Advance to staff A/c - Cr
To Employee Clearing A/c

You haven’t explain where you aren’t getting the name.

Yes i had made mistake in writing, thanks for correcting me, I too pass same entry.

And I was talking about dropdown box in reciept and payment account.
Just like when you choose Account Receivable or Account Payable you get dropdown box of Customer or Vendor.

So my point was if we get a customization to link a list like customer/Vendor/Employer,etc to get associated with any Balance Sheet head(i.e Accounts)

It will help me to get direct list of all advances and that too employeewise.

Hope you understood my view.

Thanks & Regards.

For advance to staff, you don’t need separate account. Just pay employee more than your owe them as per payslips and allocate the amount paid to their employee clearing account. Their employee clearing account will be in debit.

In future, when you print payslip, Manager will automatically recognize this debit amount as employee payment in advance.

But @lubos advance will be given before preparing payslip.

I think there should be one option which can resolve this issue, no doubt your special account method is very effective.

But instead of that what if we get an option of associating a list (say employee, customer,supplier) with that account while creating that account.

Then there will be no need to create any special account for this purpose.

No one has mentioned using special accounts.

It seems you have not tried actually doing what you say you want to do. When you pay an advance to an employee, post the payment to Employee clearing account. A field for the employee name automatically appears. Select the employee:

As @lubos already told you, this will debit the employee’s subaccount under Employee clearing account.

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This is there in guide provided by lubos.

As far as this is concerned till now I’m doing this only, but this is not actually correct method.

Suppose your salary is 15k and I’m paying you 10k, you ask me why only 10k then I’ll tell you I have made deduction towards your advance.

I want this to reflect on salary slip itself brother, that’s why I’m suggesting this.

Employee clearing Account gives me arithmetically correct entry but not for reporting purpose.

You are saying pass entry of advance from customer through Trade payable account. But as per our Tax Laws at the end of the FY we have to report all the advance, how that will be possible at that time.

I don’t think my suggestion is useless.


don’t search for that guide here, we had similar discussion regarding advance from customer/to supplier in that topic he suggested me that guide.
That topic was very much similary that’s why made reference to that guide here.

Unfortunately you did to the same user in the topic Advance to Staff

“You could, however, set up a control account made of special accounts and create a special account for every employee to whom you make an advance.”

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You need to understand that the Payslip is separate from the Payment. First you give the payslip which details the movements between the 15k and 10k and then the payment which matches the Payslip nett.

I only mentioned special accounts in the other topic because @Ashish_Mishra shifted subjects and asked how to obtain dropdown lists of customers, suppliers, or employees for accounts created. The specific question was whether that was possible. I explained how to do it. I did not recommend using special accounts for employee advances.

Which Payslip is more self-explanatory?

or this


Just I want to associate my customer, supplier and employee list with other account so that it will make much more sense and reporting can be done more transparently.

(Note: I know under both the methods final effect will be same as per balances are concerned , here matter is about presentation as per Accounting Standard, in my other topic @Tut said it makes no difference if you show Customer Normal balance and their Advance balance by netting off, as per International Financial Reporting Standard (IFRS) what he said is not tenable, his point was very much like a layman.

Hope you all got my point, if not then also its fine, I guess we all spend much time on this small issue.

Have a Good day @Brucanna :slight_smile:

Obviously, the first. And the fact that you produced it in Manager shows that what you want can be accomplished. Where is the issue?

Manager is used worldwide. Not every country follows IFRS. Yet Manager accommodates both approaches, as I have said before. Further, you are mixing the question of whether customer/supplier credits are shown separately with questions about employee advances. The same standards do not apply.

@Ashish_Mishra, you seem to keep insisting Manager will not do what you want. Yet you’ve been shown how it will.

I’m talking about advance.

Then where is the problem of simplifying the input which gives you more transparent and self-explanatory?
If I pass this entry using employee clearing account than I’ll not be able to generate 1st type of payslip.

I in IFRS stands for International and not India sir. and almost every country follows IFRS.

@tut , I was particularly talking about these advance related topic. And I’ve observed that in my as well as other cases whenever someone asks question your first reply was always negative. It’s @lubos who at least consider our suggestions and entertain our problems.

Could not select employee name in the payee box. Why?

@Leena, please do not double post questions. Yours has been answered in another thread.