This module allows you to manage cash advances and pre-paid transaction for users in the system. Advances are cash advances given to a user prior to a trip or function. A pre-paid transaction is a transaction that has already been paid for, but not yet applied to an expense report. Prior to using advances or pre-paids, an "Advance" expense type must be setup.
These advances /prepaid transactions can be applied to expense reports.
Creating Advances
...
Transactions
To create advances or pre-paid transactionstransaction:
- Expand Utilities and then select Advance/Prepaid
- Click the Add button
Enter the following data
Field
Description
Employee ID
User ID of the user who will use this advance or pre-paid transaction
Advance Apply Type
Select whether this is a:
Cash Advance
Pre-paid Fully - where the advance can only be used on one expense report even if the full amount is not used
Partial - where the advance can be used on multiple expense reports until the advance amount is fully usedExpense Type
Select the expense type for the advance/prepaid
Currency
Select the currency of the advance/prepaid
Advance Amount
Enter the amount of the advance/prepaid
Expense Code
Select the Expense Code for the advance. If a direct expense code is selected, Level 1 must also be entered.
Notes
Enter any notes for the user. They will be able to see these notes in the description column during the "Apply Advances or Pre-Paid Transactions" step in the submission process (optional)
Source Report ID
Enter a source Expense Report ID (optional)
Transaction No
Enter a transaction number (optional)
- Click the Save button.
To view existing advances
...
:
- Expand Utilities and then select Advance/Prepaid
- Enter data in any of the search fields to query against:
Field | Description |
|---|---|
Employee ID | Retrieves advances/prepaids for a specific employee |
Company | Filter results by company |
Department | Filter results by department |
Advance Type | Filter results by type (Advance or Prepaid) |
Post Date | Filter results by post date |
Expense Type | Filter results by advance expense types |
Status | Filter results by advances that have been applied/not applied |
Currency | Filter results by advances in a certain currency |
Advance Amount | Filter results by advances of a certain amount |
Expense Code | Filter results by expense code |
Source Report ID | Filter results by a certain report ID |
Transaction No | Filter results by a certain transaction number |
Status | Filter results by advances that have been applied/not applied |
- Click the Apply button.
Once you have retrieved the advances /pre-paid transactions, you may
- Run the Advance Reconciliation Report by clicking the Report button.
- Edit existing Advance /Pre-paids by clicking on the Transaction Number. You may edit:
- Apply Amount Type
- Amount
- Note