Services · Foundational

Advances, Receivables and Liquidation Manual Module

FMP07

Covers staff and programme advances, receivables, liquidation timelines, ageing, impairment and escalation rules, and follow-up responsibilities. Includes clear cash-handling limits, field-based advance controls, staff accountability rules and escalation paths scaled to the size of the team.

What changes

Reduced ageing advances and receivables, improved liquidation discipline, stronger field-level accountability and more reliable balance-sheet balances.

What you get

Approved Advances, Receivables and Liquidation manual module FMP029
Advance request and authorization form with cash-handling limits FMP030
Advance and receivable ageing and liquidation tracker FMP031
Field advance and petty cash control log FMP032
Liquidation and settlement voucher with reconciliation FMP033

What has to come first

NAHNeeds Assessment Report - National Head Quarters or NABNeeds Assessment Report - Branch/District Recommended

Grounds the advance and receivable control gaps in needs assessment findings
FMP02Accounting Policies, Chart of Accounts and Books of Account Manual Module Recommended

The chart of accounts and accounting policies provide the advance and receivable coding this module posts to
FMP01Finance Governance, Roles and Delegations Manual Module Recommended

The governance module sets the approval authority and segregation of duties this module applies to advances and liquidation
FMP04Cash, Bank and Treasury Management Manual Module Recommended

The cash, bank and treasury module sets the cash-handling and petty cash framework this module advance limits sit within

Who is involved

From the National Society's side. This is what the engagement asks of your people.

Your own staff work alongside the adviser throughout, so this is a commitment of their time as well as the Centre's. Ask in the request and you are given the day estimate per role before anything is signed.

Role	What they do
HNS Finance Director	Owns the module and is the primary counterpart
HNS finance and accounting staff	Apply advance, receivable and liquidation procedures
HNS field and branch staff	Hold and acquit field advances within cash-handling limits
HNS programme and budget holders	Request and account for programme advances
HNS Secretary General	Approves the advance authority and cash-handling limit rules
HNS internal audit	Assurance over advances, receivables and liquidation controls
GFDC delivery team	Drafts and advises

How it is measured

Indicator	Target	Evidence
Advances, receivables and liquidation module approved by HNS leadership	Within 10 weeks of kick-off	Approval minutes or signed module
Advances liquidated within the policy deadline	Within 30 days of purpose completion	Advance and receivable ageing and liquidation tracker (FMP031)
Outstanding advances and receivables kept within ageing limits	No item over 90 days without escalation	Ageing tracker and escalation log (FMP031)
Field advances issued within cash-handling limits and acquitted	100% of field advances	Field advance and petty cash control log (FMP032)

Tools

5 of 5 ready to download.

FMP029 Advances, Receivables and Liquidation manual module Template DOCX
FMP030 Advance request and authorization form with cash-handling limits Template DOCX
FMP031 Advance and receivable ageing and liquidation tracker Template XLSX
FMP032 Field advance and petty cash control log Template XLSX
FMP033 Liquidation and settlement voucher with reconciliation Template DOCX

Standards

COSO Internal Control - Integrated Framework
IFRS / GAAP accounting standards
GFDC Operational Framework (intake, triage, service workflow)
HNS procurement policy and financial regulations
HNS finance manual, accounting policies and close procedures
HNS Delegation of Authority (DoA) and governance ToRs
HNS chart of accounts and cost centre structure
IFRC financial reporting and accountability framework for National Societies

Describe the problem, not the service

You do not need to know which of the 124 to ask for.

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