Statuses
Pending
Submitted by staff, awaiting admin decision.
Approved
Paid out to the staff member. Scheduled for deduction on the next payroll.
Rejected
Declined by admin. Rejection reason visible to staff.
Deducted
Recovered from a payroll record. The advance is fully settled.
Default limits
Per-request cannot exceed the monthly cap. Both limits are configurable per staff on the Limits sub-tab.
Salary Advances panel with Pending, Staff Overview, and Limits tabs.
Approving a request
1
Open Advances → Pending
Staff → Payroll → Advances → Pending.
2
Review
Each row shows staff, amount, current month usage, remaining limit, and the staff-supplied reason.
3
Approve or Reject
Approving pays out immediately (recorded in Cash Out) and schedules deduction. Rejecting requires a short reason.
Approved advances are paid outside DishInk (bank transfer, cash from the till, mobile money). Record the payment method in the confirmation dialog for the audit trail.
Staff Overview
The Staff Overview sub-tab lists every staff member with:- Advances taken this month (ZMW)
- Remaining monthly limit
- Outstanding (approved but not yet deducted)
- Deduction history
Setting limits per staff
1
Open the Limits tab
Staff → Payroll → Advances → Limits.
2
Pick a staff member
The current per-request and monthly limits are shown.
3
Adjust
Increase for reliable senior staff, decrease for probationary staff. Setting monthly to zero disables advances for that staff.
4
Save
New limits apply to future requests.
Auto-deduction on payroll
When you generate payroll:- Every Approved advance for the staff member in the period is picked up.
- Total is subtracted from net pay (after deductions).
- Each recovered advance moves from Approved to Deducted.
- The pay slip lists each advance line separately.
Tips and best practices
- Keep the default K1,000 per request and K2,000 per month for most staff. Loosen only for trusted long-tenure staff.
- Always record the payout method — it becomes part of the shift Cash Out reconciliation.
- Coach managers to reject with a clear reason so staff understand.
- Use Staff Overview weekly to spot patterns before they become financial risks.
Common mistakes
- Approving beyond the monthly cap. DishInk blocks this. Increase the limit for that staff or ask them to wait until next month.
- Not recording the payout. The advance appears in payroll but the cash is unaccounted for. Always log the payment method.
- Editing a Deducted advance. Impossible — it is closed. Create a new advance if a further payout is needed.