Advance Setup

This module allows you to manage cash advances for users in the system. Advances are cash advances given to a user prior to a trip or function. Prior to using advances an "Advance" expense type must be setup.

These advances transactions can be applied to expense reports.

Creating Advances Transactions

To create advances transaction:

• Expand Utilities and then select Advance
• Click the Add button

• Enter the following data

  Field	Description
  Employee ID	User ID of the user who will use this advance transaction
  Apply Type	Select whether this is a: 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 used
  Expense Type	Select the expense type for the advance
  Currency	Select the currency of the advance
  Advance Amount	Enter the amount of the advance
  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" 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
• Enter data in any of the search fields to query against:

• Click the Apply button.

Once you have retrieved the advances you may

• Run the Advance Reconciliation Report by clicking the Report button.
• Edit existing Advance by clicking on the Transaction Number. You may edit:
  • Apply Type
  • Amount
  • Note