Overview
The Loans module manages employee loan requests from creation to closure. An employee raises a loan request with the required amount, repayment method, and tenure. Once the request is approved, the loan appears in the Loans list with its outstanding balance, total deduction so far, tenure, and an Active status. Repayment usually happens automatically as Auto Deduction From Salary, but admins can also make manual payments or write off the loan from the loan detail page.
Accessing the Loans Page
Open Loans from the sidebar. The page lists all loan records (only approved loans appear here — pending requests are handled in the Approvals module). The list page columns are:
| Column | Description |
|---|---|
| Date | Date the loan was created |
| Loan Number | Unique loan identifier (for example, EL/152/162) |
| Employee | Name of the employee who took the loan |
| Reason for Loan | Reason provided when raising the request (Personal loan, Test, etc.) |
| Payment Method | How repayment is collected (typically Auto Deduction From Salary) |
| Requested Amount | Original loan amount sanctioned |
| Outstanding | Amount still pending to be paid |
| Total Deduction | Total amount already deducted/repaid so far |
| Tenure | Number of months over which the loan is repaid |
| Status | Current loan status (Active, Closed, Written Off) |
| Eye icon | Opens the loan detail page |
Top Controls
- Filter — Narrow loans by status, employee, payment method, or date
- Search — Find a loan by number, employee, or reason
Viewing a Loan (Eye Icon)
Click the eye icon on any row to open the loan detail page. The header strip shows the key totals at a glance:
- Total Loan Amount — Original sanctioned amount
- EMI Amount — Monthly repayment amount
- Tenure — Number of EMIs
- Outstanding — Amount still pending
The left side shows the loan summary:
| Field | Description |
|---|---|
| Approved By | Name of the approver |
| Approval Date | Date and time of approval |
| Reason | Reason for the loan |
| Requested Amount | Loan amount requested |
| Monthly Repayment Amount | EMI to be deducted each month |
| Repayment Method | How repayment is collected (e.g., Auto Deduction From Salary) |
| Requested Date | Date the employee raised the loan request |
| Loan Number | Unique loan ID |
| Workflow Status | Current state in the approval workflow (e.g., Approved) |
The Transactions panel on the right lists every repayment recorded against the loan, with Date, Amount, Location Name, and Payment Type. If no repayment has been made yet, it shows No records to display.
Action Menu
The Action button on the top right of the loan detail page opens a menu with two options:
- Write Off — Cancel the remaining outstanding amount of the loan
- Make Payment — Record a manual repayment against the loan
Make Payment
Choose Make Payment to record a manual repayment (used when repayment is collected outside of salary auto-deduction). Fill in:
- Date — Date of the payment
- Amount — Amount being paid in this transaction
- Note — Optional remark about the payment
Click Submit to save. The payment appears in the Transactions list and the Outstanding amount on both the detail page and the loan list reduces accordingly.
Write Off
Choose Write Off when the remaining loan amount cannot or should not be recovered (for example, employee exit or a management decision). A confirmation dialog appears:
Write off this loan
Do you want write off this loan? It has Rs : <outstanding amount> as outstanding amount.
Click Yes to confirm — the outstanding becomes zero and the loan is marked as written off. Click No to cancel without changes.
End-to-End Loan Flow
- Employee raises a loan request with amount, reason, repayment method, and tenure.
- Approver reviews and approves the request — the loan now appears in the Loans list with status Active.
- Each month the EMI is deducted automatically from salary (when Auto Deduction From Salary is the repayment method) and recorded in Transactions.
- If a manual repayment is collected, the admin opens the loan via the eye icon and uses Action → Make Payment.
- If the loan needs to be cancelled, the admin uses Action → Write Off and confirms the dialog.
- The loan closes automatically when the outstanding becomes zero.