Where to do it
Finance › Requisitions › Settle Requisition, then Return balance on that requisition.
There are two endings, and only one of them is a transaction.
1. They hand it back
Enter the amount, the date, how it came back and which account it went into. The entry is Debit Bank / Cash and Credit Staff Advances — that person. The money is in the school again and their name is clear.
🔴 This does not touch your Profit & Loss, in either direction. Money coming back is not income and it is not a smaller expense — it is one thing the school owns turning back into another, exactly like the cheque that started it. Recorded as income, it would show a profit for money the school never earned.
If it was deposited into the bank, the slip number is required. That number is the only thing that lets anyone match this against the bank statement later, which is what makes a return checkable rather than a claim. A photo of the slip can be attached with it.
2. They keep it for the next requisition
Choose one of that person's other requisitions and press Carry forward.
🔴 Nothing is posted, and that is correct. The money has not moved — the same person is holding the same cash — so the books are already right. What changes is that the next requisition may issue that much less, because part of it is already in their hands: approve 1,000 with 600 carried in, and only 400 will be issued. Writing an entry here would create money out of a link.
The list offers only requisitions raised by the same person. Advances are tracked by name, so carrying a balance onto somebody else's requisition would clear one person's record while the cash stayed in another person's pocket.
Limits
- Nobody can hand back more than is outstanding. If 600 is still held, 900 is refused — an amount larger than that belongs to a different requisition, or a bill has already accounted for it.
- A return recorded in error is reversed, never edited or deleted. Both entries stay visible.