The Loan and Advances sub-menu in the HR Manager’s main menu in uKnowva’s HRMS system allows HR managers to manage employee loans and advance applications efficiently.
This sub-menu provides the flexibility to add, edit, view, or delete loan applications, ensuring that loan requests are accurately tracked and processed.
Additionally, it offers functionalities to import and export loan data in bulk, helping HR departments handle multiple applications at once.
HR managers can also filter and search for specific applications, making it easier to find and review individual employee loan details when needed.
This tutorial will guide you through the various functionalities available within the Loan and Advances page, ensuring that you can manage employee loans smoothly and with ease.
Whether you need to add a new loan application, adjust existing ones, or export all loan records, this guide will cover everything step by step.
Table of Contents
- Adding a New Loan Application
- Viewing an Employee’s Loan
- Editing an Employee’s Loan Details
- Deleting a Loan Application Entry
- Importing Loan Data in Bulk
- Exporting Loan Records
- Filtering Loan Applications
1. Adding a New Loan application
To add a new loan application for an employee, navigate to the Loans and Advances page from the HR Manager menu on the left side of the panel.
Click on the + button at the top corner of the page.
A form will appear where you can enter the loan details, including the employee's name, loan amount, type (loan or advance), loan date, and payment method.
After filling in all the required fields, click Submit to save the new loan application or Cancel button to discard the changes. The loan application will then be added to the list of applications.
2. Viewing an Employee’s Loan
Locate the employee whose loan details you wish to view.
Click on the Eye icon next to the employee's name under the Action column.
This will open a detailed view of the loan application, displaying information such as the loan amount, type (loan or advance), payment method, and loan date.
You can review all the details to ensure you have the necessary information.
3. Editing an Employee’s Loan details
Locate the employee whose loan details you wish to modify and click the Pen icon under the Action column.
A new window will open, allowing you to adjust various details, including applicant name, load ID, type, date of request, date of disbursement, loan amount, interest rate etc., in the first half of this page.
Scroll the page, and find the payment schedule details in the second half of this page to edit, add, or delete.
Each installment includes fields for the installment number, month, year, amount, and an Action column with a delete button represented by a bin icon. At the end of the Amount column it shows the total amount.
To modify an existing installment, select the appropriate values for the month (from the drop-down, which excludes months already used in other installments) and year, and update the amount as needed.
If you need to remove an installment, click the bin button under the Action column.
To add a new installment, click the + button, which will insert a new row for you to fill in the details.
After making the necessary changes.
Click Save to update the loan application. If you want to cancel any modifications, click Cancel to discard the changes.
4. Deleting a Loan Application Entry
Locate the entry you wish to delete and select the checkbox next to the employee's name on the left side. You can select multiple checkboxes to delete multiple entries at once.
Once you have selected the checkbox, click the Delete icon at the top right corner of the page. A confirmation prompt will appear, asking you to confirm the deletion.
5. Importing Loan Data in Bulk
To import loan data in bulk, look for the Import button, located at the top right corner of the page.
Click on the Import button to open the file upload window.
You will need to upload a CSV file containing the loan data for multiple employees by clicking on the Choose your file or Browse button.
Ensure that the file follows the required format, including columns for employee names, loan amounts, loan types, and other necessary details.
You can also download the sample template file to ensure the accuracy by clicking on the Download Import Template File button as shown below.
After selecting the file you wish to upload or import, click Upload File to initiate the import process.
6. Exporting Loan Records
To export loan records, look for the Export button, located at the top right of the page.
Click on the Export button to download the loan records
7. Filtering Loan Applications
To filter loan applications, navigate to the Loans and Advances page from the HR Manager menu on the left side of the panel. Look for the Filter option represented by a funnel icon at the top-right corner of the page.
Click on the funnel icon to open the filter settings.
Enter the criteria you want to use for filtering, such as employee name, loan type, or status. Click on the Search button to filter the list.
After entering your filter criteria, the list of loan applications will update to display only those that match your search. This feature makes it easier to locate specific applications based on your requirements.
To reset the filtered list click on the Reset button.
Conclusion
The Loans and Advances sub-menu simplifies the process of managing employee loans and advance applications.
With functionalities to add, edit, view, delete, import, export, and filter loan applications, HR managers can ensure that loan requests are processed efficiently and accurately.
By following the steps outlined in this guide, you can maintain a well-organized record of employee loans, enhancing payroll management and supporting organizational policies.
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