Role Dashboard

User Dashboard

Your personal view of the Cash Advance Portal — track the status of every request you raise, see what needs liquidating, and start a new request in one place.

6 sections 13 min read Updated June 2026

1Accessing your dashboard

Before you can raise a request, you need an approved account. Sign up once, wait for the administrator to approve your credentials, then log in to reach your User dashboard.

Sign up Enter your preferred login credentials and select the role USER.
Username requirement Your username must follow the First Name (space) Last Name format — for example, Juan Dela Cruz.

The sign-up screen — enter your credentials and choose the USER role.
Wait for approval Wait for the admin notice confirming that your log-in credentials have been approved.
Log in Enter your registered username and password, then click the Log In button to access your dashboard.

The log-in screen — enter your registered username and password.

2Dashboard overview

The dashboard is the main page where you monitor request activity, view request statuses, and reach request-related modules such as Cash Advance, Liquidation, reports, profile, and ledger information.

At a glance, the dashboard helps you see:

How many requests are pending
How many requests have been approved
How many requests have been rejected
The total submitted requests
The details of each submitted request

2.1Dashboard layout

The dashboard is divided into three main areas:

Left navigation menu
Top header
Main dashboard content

The user dashboard showing the left navigation menu, top header, and main content area — The dashboard layout — left navigation, top header, and main content.

2.2Left navigation menu

The left navigation menu is your jump-off point to every part of the portal. Each item is described below.

2.2.1Home

The Home menu displays the main dashboard summary. Use this page to view request counts and the list of all submitted requests.

The Home menu highlighted in the left navigation — Home — the main dashboard summary and submitted-request list.

2.2.2Request

The Request menu is used to create or manage request transactions. A dropdown arrow sits beside it — clicking it reveals the Cash Advance module.

The Request menu expanded to show the Cash Advance module — Request — expand the dropdown to reach the Cash Advance module.

2.2.3Other Request

The Other Request menu is used for request types outside the regular request process. It also has a dropdown arrow, indicating additional options are available.

The Other Request menu with its dropdown options — Other Request — additional request types outside the regular process.

2.2.4My CA Ledger

The My CA Ledger menu lets you view your Cash Advance ledger. This section is useful for checking:

Cash advance records
Outstanding balances
Liquidation history
Approved or submitted cash advance transactions

The My CA Ledger screen showing cash advance records and balances — My CA Ledger — records, balances, and liquidation history.

2.2.5Reports

The Reports menu lets you view or generate reports related to requests. Reports may include summaries of:

Cash advances
Liquidations
Request statuses
Submitted transactions

The Reports screen showing report options and summaries — Reports — view or generate request-related reports.

2.2.6Profile

The Profile menu lets you view or manage your account information. This may include your user details, role, or account settings.

Profile — view or manage your account information.

3New cash advance request

The New Cash Advance Request page is used to create and submit a cash advance request for approval. The form collects the key details — request date, project code, payee name, amount, event dates, supporting documents, and approvers.

Once submitted, the request automatically follows the company's hierarchical approval process.

The New Cash Advance Request form showing its fields and sections — The New Cash Advance Request form.

3.1How to access the page

To open the form:

Go to the left sidebar menu.
Click Request.
Select Cash Advance.

The system then displays the New Cash Advance Request form, and the menu item you selected stays highlighted in blue.

3.2Request Information section

The Request Information section holds the main details of the request, so be specific and accurate when filling it in.

3.2.1Request ID

Generated automatically by the system — for example, CA-00005. This field is usually not editable, as it serves as the unique reference number for the request.

3.2.2Request Date

Shows the date the request is created — for example, 06/25/2026. You can select or confirm the date using the calendar icon.

3.2.3Charging

Selects where the expense will be charged. Click the dropdown labelled Find items and choose the applicable charging category. This helps Finance identify the correct account, cost center, or charging allocation.

3.2.4Department

Identifies the department related to the request. Click Find items and choose the correct department from the list.

3.2.5Project Code

Enter the applicable project code. The project code must always be keyed in in SMS. Make sure it is accurate, as it affects cost tracking and reporting.

3.2.6Payee Name

Indicates the person or entity who will receive the cash advance. Click the Payee field and choose the employee from the directory list.

Pick from the list

The selection — not the typed text — is what counts. Typing over your choice clears it until you pick a name from the list again.

3.2.7Event Date From

The start date of the activity or event related to the cash advance. Click the calendar icon to select a date.

3.2.8Event Date To

The end date of the activity or event related to the cash advance. Click the calendar icon to select the end date.

3.2.9Amount

The requested cash advance amount, entered in Philippine Peso value. Double-check the amount before submitting the request.

3.2.10Particulars

Explains the purpose of the cash advance. Include details such as:

Project code
Purpose of the request
Event or activity name
Travel details, if applicable
Meal or transportation details
Miscellaneous expense details
Business reason for the advance

Example: PH-NAT-078a — Cash advance for meals and transportation for the project meeting on June 25, 2026.

Keep the particulars clear and complete to avoid delays in approval or Finance processing.

3.2.11Attachment section

Used to upload supporting documents. To upload a file:

Click Attach file.
Select the supporting document from your computer.
Wait for the file to attach successfully.

Supporting documents may include:

Approved budget / cost estimate
Contracts
Quotation
Email threads
Meeting invitation
Supporting approval documents

Attachments help Finance validate the request.

3.2.12Department Approvals section

Defines the approval flow for the request. If your department does not require two or three approvals, you may set Reviewed By and Noted By to Not Required.

3.2.13Authority to Deduct section

Required You must agree to this section before the request can be submitted.

This section contains an authorization statement allowing MEDIMARKETING INC. to deduct from your salary, benefits, or other amounts due in case of any unliquidated or outstanding cash advances beyond the prescribed liquidation period.

Important reminders

Do not submit incomplete cash advance requests.
Always attach the required supporting documents.
Use the correct project code and department.
Ensure the request amount matches the supporting documents.
Select the correct approvers to avoid approval delays.
Liquidate the cash advance within seven (7) days after the related event.
Employees with outstanding or unliquidated cash advances may not be allowed to request another cash advance.

4Liquidating cash advance

After the event or activity, you must liquidate your cash advance to account for how the funds were spent. Liquidation matches your actual expenses — backed by receipts — against the amount that was advanced, then settles whatever difference remains.

Each liquidation is tied to a disbursed cash advance, so you always settle against a specific CA- reference rather than a blank form.

Liquidate within 7 days

Liquidate the cash advance within seven (7) days after the related event. Outstanding or unliquidated advances may be deducted from your salary under the Authority to Deduct, and can block you from requesting a new cash advance.

4.1How to access the liquidation page

To start a liquidation:

Go to the left sidebar menu.
Click Other Request and choose Liquidation.

The Cash Advance Liquidation form showing the policy reminder, summary totals (Pending Cash Advance, Total Amount in PHP, Amount to be Reimbursed), the request detail fields, and the line-item table — The system then displays the Liquidation form, pre-filled with the details of the selected cash advance.

4.2Recording actual expenses

The Liquidation form is where you report what was actually spent. Be specific and accurate, as Finance validates each line against the attached receipts.

4.2.1CA Request ID

An automatic dropdown list that references the cash advance corresponding to the Employee Name you input.

4.2.2Employee Name

Confirm and input the employee name for the liquidation.

4.2.3Event Date / Event / Project Code

Automatic fields tied to the specific CA reference selected.

4.2.4Request ID

The auto-generated Liquidation ID — for example, LIQ-00003.

4.2.5Line Items

Click Add Row and fill in the following details for each expense:

Date — date of the expense.
Type — expense category (e.g., Meals, Transport).
Particulars — description of the expense.
Forex — currency used, if applicable.
Gross Amount in PHP — total expense amount.
Vatable? — indicate whether VAT applies.
VAT Amount — VAT value, auto-calculated when applicable.
Net Amount — calculated automatically.

Repeat this step for multiple expenses.

4.2.6Upload supporting attachments

Upload your receipts and documents in chronological order based on the line item number. Confirm all required documents are uploaded before submission.

Note

Ensure files are official receipts, invoices, or proof of expense. Each file must not exceed 5 MB.

The upload supporting attachments area of the Liquidation form, showing receipts and documents uploaded in line-item order — Upload your receipts and supporting documents in chronological order based on the line item number.

4.2.7Authorize salary deduction (if applicable)

Read the authorization statement carefully, then tick the checkbox to confirm. This allows the company to deduct any unliquidated or outstanding balances from your salary if they are not settled within the required period.

Note

This applies only if there is a remaining unpaid balance.

4.2.8Set approval workflow

Choose the assigned approver from the dropdown list, based on your department approval matrix, and fill in the following:

Reviewed By (optional) — select a reviewer if required, or leave as Not required.
Noted By (optional) — select an acknowledging authority, if applicable.
Approved By (required) — choose the assigned approver from the dropdown list.

Ensure at least the Approver field is properly selected before submission.

4.2.9Submission

Ensure that all required input fields are properly completed and validated, and carefully review all entered information for accuracy and completeness. Verify that all supporting attachments are correctly uploaded, clear, and relevant. Once confirmed, proceed to submit the liquidation request for approval.

5My Cash Advance Ledger

The My Cash Advance Ledger page provides a centralized view of all your cash advances. It brings together what has been released, what has been settled, and what is still outstanding — so you always know where you stand. At a glance, it shows:

Total cash advances — the amount released to you.
Total liquidations — the amount already settled.
Outstanding balance — the amount still to be liquidated.

5.1How to access the My CA Ledger

To open your ledger:

Go to the left sidebar menu.
Click My CA Ledger.

The My Cash Advance Ledger page showing total cash advances, total liquidations, and the outstanding balance — My CA Ledger — total cash advances, total liquidations, and outstanding balance in one view.

5.2Search function

A search bar at the top of the ledger lets you look up records by payee name. Type a name to quickly narrow the list to that person's transactions.

5.3Summary cards

Three summary cards give you the running totals across all your transactions:

Total Cash Advances — the total amount released to you (Debit transactions).
Total Liquidations — the total amount paid back (Credit transactions).
Total Outstanding — the remaining unliquidated balance.

The My CA Ledger summary cards showing Total Cash Advances, Total Liquidations, and Total Outstanding — Summary cards — Total Cash Advances, Total Liquidations, and Total Outstanding.

5.4Filters

You can filter the transaction list to focus on a specific type:

All — show every transaction.
Debit (Advance) — show only cash advances released.
Credit (Liquidation) — show only liquidations settled.
Outstanding — show only unliquidated balances.

The My CA Ledger filter options: All, Debit (Advance), Credit (Liquidation), and Outstanding — Filters — narrow the list by All, Debit, Credit, or Outstanding.

5.5Transaction type

Each ledger entry is marked as either a debit or a credit, which tells you whether the entry added to or settled your balance:

Debit (DR) — indicates a cash advance issued.
Credit (CR) — indicates a liquidation or deduction made against the cash advance.

6Reports Page

The Reports page is a centralized dashboard where you can monitor, review, and track all submitted requests in one place. It gives you full visibility into the approval workflow — from submission all the way to final Finance processing.

6.1How to access the Reports page

To open the page:

Go to the left sidebar menu.
Click Reports.

The Reports page showing the four status summary cards above the list of submitted requests — The Reports page — a single view of every request and its status.

6.2Status cards

Below the page title are four summary cards showing request counts. They give you a quick snapshot of where your requests stand:

Total — total number of requests submitted.
Pending — requests awaiting approval.
Approved — requests that have been approved.
Rejected — requests that have been rejected.

The four status cards on the Reports page: Total, Pending, Approved, and Rejected — Status cards — Total, Pending, Approved, and Rejected request counts.

6.3Filtering and search options

Use the filter bar to narrow the list down to the records you need. The following filters are available:

Search — enter a Request ID or keywords.
Payee / Vendor — filter by vendor name.
Type — select a request type from the dropdown.
Status — filter by request status.
Date From / Date To — select a date range.

Once you have set your filters:

Click Apply to filter the results.
Click Reset to clear the filters and show all records.

6.4Report table

The main table displays detailed information for each request. Its columns are:

Amount — the request value.
Remarks — notes or status remarks.
Noted By / Status — initial review details.
Reviewed By / Status — secondary approval stage.
Approved By / Status — final approval details.
Request Status — the overall status of the request.
Finance Status — the payment status (e.g., Paid, Liquidated).

6.4.1Status indicators

Color-coded tags throughout the table let you read the state of a request at a glance:

Approved — successfully approved.
Rejected — denied request.
Pending — awaiting action.
Paid / Liquidated — green tags indicate Finance completion.