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 typemust 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	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
Billable	Select the option for Advance. If a Yes 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 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 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
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
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 you may

Run the Advance Reconciliation Report by clicking the Report button.
Edit existing Advance by 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