Use this subtask to select travel advances by a vendor's identification number and then apply cash receipts to advances. Once you have entered an amount in the Current Amt Applied field in the table window and selected the OK pushbutton, the system will create the cash receipts lines on the main screen's table window. For further information on this subtask, see the documentation for the main screen.
The information on open advances in this screen is updated only after you post the cash receipts.
This non-editable group box displays the receipt date and control number from the main screen.
This non-editable group box displays fiscal year, period, and subperiod information from the Enter Cash Receipts screen.
Use this drop-down box to select a cash account to which the cash receipt should be applied (debited). Only those accounts that have been identified as cash accounts in the Maintain Transfer Accounts screen can be selected.
Enter, or use Lookup to select, the vendor's identification number (keep in mind that vendors are the same as employees for this screen). Once you select an ID, the associated vendor name appears in the display field at the right. When you exit the field, the system checks to make sure that the vendor ID that was entered is valid. This is a required field.
Enter the number of the check that was received from the vendor who is reimbursing an advance given by your company. If you do not know the check number, use Lookup to select a valid number. This is a required field.
Enter, or use Lookup to select, the total amount of the check received from the vendor who is reimbursing an advance given by your company. The Amount Received field must equal the sum of the Current Amt Applied field in the table window before you exit the subtask.
Select this checkbox to populate the table window with all advances for this vendor, or only those that are outstanding. An outstanding advance is defined as an advance where the amount applied is less than the advance amount. This checkbox defaults to checked.
This field displays the amount of cash received for this vendor that has not been distributed. This is a display-only field and cannot be edited.
This table shows only advances from the Maintain Advance History screen. The system fills all these fields by default, and all but the Current Amt Applied field are non-editable. Advances display according to date, from oldest to newest.
This field displays the 10-character number you assigned to the advance in the Enter Advance Requests or Maintain Advance History screens in Costpoint Travel.
This field displays the date on which the advance was created.
This field displays the trip number from the advance request.
This field displays the advance account from the advance request.
The field displays the organization from the advance request.
This field displays the project from the advance request.
This field displays the reference 1 from the advance request.
This field displays the reference 2 from the advance request.
This field displays the amount requested for the advance.
This field displays the total amount of all unvoided checks connected to this advance. If you have issued no checks for this advance, the advance will not display in the table window. In Costpoint, an advance is defined as an "advance" only if checks have been issued for it. The system retrieves check amount information from Costpoint Accounts Payable.
This field displays the total amount of the advance that has not yet been applied against any expense report. The system calculates this value by subtracting the total amount applied from the total amount issued for the advance.
Enter an amount to apply for each advance number. This is where you will identify how much of each advance to apply against the expense report. The sum of this column should equal the Amount Received field before you can save and exit this screen. This is the only editable field in the Travel Advance subtask. The amount in this field cannot be greater than the Outstanding Amt.
This field displays the total amount of prior receipts.