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 typemust 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
IDField
Description
Employee
or pre-paidUser ID of the user who will use this advance
Advancetransaction
Cash AdvanceApply Type
Select whether this is a:
Pre-paid
/prepaidFully - 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
/prepaidCurrency
Select the currency of the advance
/prepaidAdvance Amount
Enter the amount of the advance
Expense Code
Expense CodeBillable
Select the
the advanceoption for
direct expense codeAdvance. If a
or Pre-Paid TransactionsYes 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
" 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 under Filter to query against:
Field | Description |
|---|---|
Employee |
Retrieves advances/prepaids for a specific employee | |
Company | Filter results by company |
Department | Filter results by department |
| Expense Type | Filter results by |
Post Date
| advance expense types | |
| Status | Filter results by |
Expense Type
Filter results by advance expense types
| 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 |
Billable | Filter results by |
advance, Yes for billable or No for not billable depending on the option selected | |
Source Report ID | Filter results by a certain report ID |
Transaction No | Filter results by a certain transaction number |
Status
| Updated Date Range | Selecting a date range would retrieve advances that have been updated within the selected timeframe |
| Last Updated From | Filter results by starting date from which data entries have been last updated |
| Last Updated To | Filter results by the ending date to which data entries have been last updated |
| Paid Date From | Filter results by starting date from which data entries have been paid |
| Paid Date To | Filter results by the ending date to which data entries have been paid |
- 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 Noteby selecting the advance you would like to edit. The advance details will show at the bottom of the screen.
- You may edit any field except the Source Report ID and Transaction number
- Once you have made your edits click Save