Add Purchase Balance¶

Use this page to record or adjust an employee's purchase balance — the amount owed to or by an employee for advances, loans, or purchases made on behalf of the business. Purchase balances track financial obligations between the company and its employees.

When to use Add Purchase Balance page¶

Recording an employee advance or loan
Adjusting an employee's running balance
Documenting purchases made by the employee on company account
Tracking money owed by employees to the company

How to access Add Purchase Balance page¶

From the sidebar, go to Employee Management → Purchase Balances. On the Purchase Balances List page, click the purple (+) icon in the top-right corner.

The system opens the Add Purchase Balance Page.

General Information¶

Fill in the following fields on the main form:

Field	What to Do	Description
Employee	Select employee	The employee account associated with this purchase balance
Amount	Enter amount	The balance amount (positive for amount owed by employee, negative for amount owed to employee)
Date	Select date	Date the balance is recorded or adjusted (defaults to today)
Notes	Enter text	Optional internal notes or reason for the balance adjustment

Warning

Employee and Amount fields are mandatory.

System Fields¶

The following fields are automatically managed by the system:

Field	Description
SKU	Auto-generated unique identifier for this balance
Created	Date and time the record was created (read-only)
Modified	Date and time of the last update (read-only)

Saving the Balance¶

After completing the form:

Click Save to record the purchase balance
Click Save and continue editing to save and remain on the page
Click Save and add another to save and create a new balance immediately

The purchase balance is now recorded and will be reflected in employee reports and payroll calculations.

Tips

Employee is required — You must select an employee before saving
Amount determines direction — Positive amounts indicate money owed by the employee; negative amounts indicate money owed to the employee
Date affects reporting period — The Date field determines which reporting period this balance appears in
Notes are internal — Notes are visible only to admins and are not included in employee-facing reports
Adjustments are cumulative — Each new purchase balance record adjusts the employee's running total
Check existing balance — Review the employee's previous balances before adding a new entry to avoid duplicate entries

Purchase Balance Detail — View or edit purchase balance details after creation
Purchase Balance Reports — Analyze purchase balance data and employee financial summaries
Employee List — View and manage employee records linked to purchase balances
Payroll and Salary — Track how purchase balance adjustments affect employee compensation