The Voucher Management module handles cash advances and their corresponding settlements. In freight operations, many day-to-day expenses — port fees, local charges, agent disbursements, and similar costs — need to be paid on the spot without a formal vendor invoice. The cash advance process in Jadenet gives your team a controlled, auditable way to request and disburse funds for these purposes, and the settlement process ensures those funds are accounted for and balanced once the expense is complete.Documentation Index
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How cash advances work
A cash advance is a pre-approved disbursement of funds given to a staff member or operational team to cover expenses that will be incurred during a job or activity. Because these expenses often do not come with a formal bill at the time of payment, the advance serves as a temporary holding of funds against the employee’s or team’s account. Once the expenses are completed, the advance is settled by submitting supporting receipts or documentation — and any unspent balance is returned.Cash advances in Jadenet are separate from vendor invoice payments, which are handled through the Cash and Bank module. Voucher Management is specifically for unplanned or pre-bill operational expenses.
Core workflow
Request a cash advance
Open the Voucher Management module and create a new cash advance request. Enter the purpose of the advance, the estimated amount required, the job or activity it relates to (if applicable), and the requested disbursement date. The advance is recorded in the system and linked to the responsible staff member or department.
Approve and disburse the advance
The advance request moves through your organization’s approval process. Once approved, the disbursement is recorded in Jadenet and the funds are issued to the requester. The system tracks the outstanding advance balance against the responsible party until settlement is complete.
Incur and record expenses
The staff member uses the advance to pay operational expenses — port fees, taxi, packing materials, or other costs that arise without formal invoices. They retain receipts and supporting documents for each expense to use during settlement.
Submit a settlement
When the activity is complete, the staff member submits a settlement against the advance. In Jadenet, create a settlement record linked to the original cash advance. Enter each expense incurred, attach or reference the supporting documents, and confirm the total amount spent.
Balance the advance
Jadenet compares the total advance disbursed against the total expenses settled. If expenses are less than the advance, the remaining balance is flagged for return. If expenses exceed the advance, an additional reimbursement may be required. The system updates the advance status — open, partially settled, or fully settled — so you always know which advances are outstanding.
Features at a glance
Advance tracking
Track every open cash advance by staff member, department, or job — so nothing goes unaccounted for.
Settlement matching
Match expenses against the original advance and flag any under- or over-spend for follow-up.
Audit trail
Every advance request, approval, and settlement is recorded in Jadenet, giving you a complete history for review or audit.
Outstanding advance visibility
See all open, partially settled, and fully settled advances at a glance — so your finance team can follow up promptly.
Can a single advance have multiple settlement entries?
Can a single advance have multiple settlement entries?
Yes. If a job spans multiple days or involves staged expenses, you can submit partial settlements against the same advance as expenses are incurred. Jadenet tracks the cumulative settled amount and shows the remaining outstanding balance at all times.
What happens if the expenses exceed the advance amount?
What happens if the expenses exceed the advance amount?
If actual expenses are higher than the original advance, the difference can be recorded as an additional reimbursement to the staff member. Jadenet reflects the over-spend in the settlement record, and the reimbursement flows through to your cash and accounting records.
How does voucher management connect to accounting?
How does voucher management connect to accounting?
Settled vouchers automatically update your accounting records. The disbursed advance and the corresponding expenses are posted to the correct ledger accounts, so your books remain accurate without manual double-entry.