ClockWise HRGuideRepayments outside the salary
Repayments outside the salary
When someone repays part of a loan in cash or by transfer, record it on their account. The money goes to the oldest instalment still due — and an instalment repaid this way is no longer taken from the salary.
The loan must be approved — a draft takes no repayments (see Lending to an employee). Have the amount and a reference: the receipt number, or the transfer’s.
1Open the account
On Accounts, click View Account on the person’s row, then the Transactions tab.
Every movement is listed: the Disbursement and fees that put the balance up, the repayments that bring it down, each with method, reference and amount. In the picture, Lina Mansour borrowed $300 and repaid $100 in cash, receipt 0412; her balance is $200.00.
2Record a payment
Click Record Payment (or Pay on her row of the Accounts list).
- Amount.
- Payment Method — Cash or Bank.
- Reference — the receipt or transfer number.
- Loan (optional) — Auto allocate (FIFO): the oldest instalment due first, across the person’s active loans.
Click Record Payment.
3Delete a payment recorded by mistake
On the Transactions tab, click the red bin on the payment. Type
i confirm and give a Reason, then Delete. The instalment
goes back to Pending, the balance goes back up, and the deletion is
logged with your reason.
What happens next
The message says how much was allocated. Each instalment it reaches is Paid, or Partial if the money ran out part-way, and the balance goes down by that much.
An instalment paid this way is not taken from the salary again. One left Partial is: the salary takes what remains.
Only what is due on the loan is recorded. If someone hands over more than all their remaining instalments, the extra is not recorded anywhere — the message shows how much was allocated, so compare it with the money in your hand.
If it goes wrong
| What you see | What it means |
|---|---|
| Nothing allocated—no pending schedules? | The person has no active loan with an instalment still due — the loan is a draft, or fully repaid. |
| Esc does not close Manual Payment | Click the × in its corner. |
| The balance did not change after a salary closed | Instalments taken from salaries do not lower the balance — see Lending to an employee. |
| A repayment went to an earlier month than intended | Payments always go to the oldest instalment due; the month cannot be chosen. |