This screen is one of the three major points of data entry for Costpoint Travel. Use this screen to enter travel advance requests, which will later be made into A/P vouchers and integrated in Costpoint Accounts Payable for check issuance. In Costpoint, an advance request becomes an advance only after a voucher has been created from it and checks have been issued against it. Use this screen to enter requests for advances. If you have advances for which vouchers and/or checks have already been issued but have not cleared against an expense report, enter those advances in the Maintain Advance History screen.
Enter an advance request any time before the creation of the A/P voucher and check, as long as you have already set up the vendor to whom the advance(s) will be issued, in the Maintain Vendors screen in Costpoint Accounts Payable. Also, make sure the vendor is set up in the Vendor Travel Info screen.
For purposes of requesting travel advances, a vendor can be an employee or an outside vendor. To use a vendor for an advance request, you must first enter the vendor in the Maintain Vendors screen in Costpoint Accounts Payable. When you enter a vendor in the Maintain Vendors screen, you will receive a prompt asking if the vendor will also be used in Costpoint Travel. If you answer Yes, you will be able to enter a default organization for the vendor, and the vendor will automatically be added to the Vendor Travel Info table. If a vendor already exists in A/P, but not yet as a travel vendor, enter the vendor in the Vendor Travel Info screen. To facilitate the vendor Lookup, the system searches the smaller, more manageable list of vendors in the Vendor Travel Info table, rather than the thousands of other A/P vendors you may have.
Enter the vendor ID, or use 
to select one. Because Vendor is a required
field, you will not be able to save if you do not enter a vendor ID. Once
you enter the vendor ID, the vendor's 25-character name and 6-character
location display in the two non-editable fields to the right.
Enter a voucher number if the voucher setting is set to manual numbering (if the Manual option is selected in the A/P Voucher Settings screen in Costpoint Accounts Payable).
An advance request can have Selected or Unselected status. The default is Unselected. An advance request with this status cannot become an A/P voucher. In order to make the advance request available for A/P voucher creation, choose Selected from the drop-down list. Note that S and U are used in the Query table to represent Selected and Unselected.
The Approved check box is currently disabled, so it will appear grayed-out on your screen.
The ID of the last user to change the advance request displays in this non-editable field.
The date on which the user last changed the advance request displays in this non-editable field.
Leave this field blank if you want the system to auto assign the advance number. Advance numbers are assigned according to the number in the Last Advance Number field in the Travel Settings screen. When you save an advance request, the system retrieves the maximum number already assigned to an advance or advance request, adds one, and assigns this number to the advance request. This number is then stored as the Last Advance Number in the Travel Settings screen. You can optionally assign the advance number manually. If, however, the advance number already exists, the system retrieves the highest advance number already saved, adds one, and asks if you would like to use this number instead. You can decline the system's new number, but if you enter another number of your own, it must be unique.
Enter the six-digit date on which you are requesting the advance. Today's date defaults into this required field.
Enter the total amount for the advance request.
The calculation of the due date is based upon the pay vendor's default terms assigned the Maintain Vendors screen in Costpoint Accounts Payable. Should the default due date be overridden, the system will ask if you would like to continue using the pay vendor's default terms for calculating the due date or the due date just entered for the remainder of transactions in this data entry session. A due date is always required.
Enter, or use the drop-down list to select, the year to which you want to assign the advance request. The drop-down list displays only open fiscal years from the Fiscal Years table in Costpoint General Ledger. You cannot assign advance requests to closed fiscal years.
Enter, or use the drop-down list to select, the period to which you want to assign the advance request. The drop-down list displays only open accounting periods from the Accounting Periods table in Costpoint General Ledger. You cannot assign advance requests to closed accounting periods.
Enter, or use the drop-down list to select, the subperiod to which you want to assign the advance request. The drop-down list displays only open subperiods from the Subperiods table in Costpoint General Ledger. You cannot assign advance requests to subperiods that are not available.
The system will automatically assign a trip number when you add a new line. You can delete the auto-assigned trip number or enter an alphanumeric trip number up to 10 characters long.
There are three ways to choose an advance account. First, you can access
the Header Info subtask and select an advance type. The advance type you
select is associated with a default account that is set up in the Maintain
Advance Types screen. The system will insert the default account in this
column. Second, if you do not select an advance type from the Header Info
subtask (for example, if you leave this field blank and try to save),
the system will determine the default account by retrieving the default
advance type by vendor in the Vendor
Travel Info table for the vendor selected. The system then looks
up the default account ID for that advance type in the Maintain
Advance Types table. Third, you can enter an account number in
this required field, or use to display a list of accounts.
After you have entered the account number and moved out of the field, the system validates that the account is not a summary account, that the account is active, and that the fiscal year, period, and subperiod selected are open for charging to that account. If the account fails any of these validations, the system displays a message asking you to correct the account number. If the system finds the account number valid, it automatically enters the account name in the Account Name field.
Enter an organization number in this required field, or use to select one. After you have entered the organization number
and moved out of the field, the system validates that the organization
is active and that the fiscal year, period, and subperiod are open for
charging to the organization. If the organization fails any of these validations,
the system displays a message asking you to correct the organization number.
If the system finds the organization number valid, it automatically populates
the Organization Name
and Org Abbrev fields.
If you selected the Default to Owning Org check box in the Basic Info screen in Costpoint Project Setup, you should move the Project field before this field and save the new table order. Entering the project number automatically fills the Organization field with the number of the organization that owns the project. (This is the organization to which all the project's revenues and profits go. The Owning Org is also set up in the Basic Info screen in Costpoint Project Setup.) You can edit this organization as necessary.
If you want the Owning Org of the project to default into the Organization
field, move the Project
field before the Organization
field, then save the new table order. Enter a project number or use to select a project. If you set up a default project for
this vendor, it will be displayed automatically on the first line. As
you move to the next field, the system will validate that the fiscal year,
period, and subperiod ending date is not later than the project end date.
You will receive a warning if the project fails this validation.
If you checked the Default to Owning Org check box in the Basic Info screen in Costpoint Project Setup, the number of the organization that owns this project will default into the Organization field. (This is the organization to which all the project's revenues and profits go. The Owning Org is also set up in the Basic Info screen in Costpoint Project Setup.)
The project from the previous line defaults to new and inserted lines.
Enter a reference number for this charge line. If you have designated a label for this field, it will display as the field heading.
Enter a reference number for this charge line. If you have designated a label for this field, it will display as the field heading.
Enter the amount requested for this line of the trip. The total of this column must equal the Amount field in the header, or you will not be able to save.
Enter the trip's six-digit start date in this optional field. The start date of the previous line defaults into new and inserted lines.
Enter the trip's six-digit end date in this optional field. If you enter an end date, it must be later than the start date or you will not be able to save. The end date of the previous line defaults into new and inserted lines.
Enter the trip's destination in this optional field. The destination of the previous line defaults as the destination for new and inserted lines.
This display-only field defaults the account name upon entry of the Advance Account.
This display-only field defaults the organization name when you enter the Organization.
This display-only field defaults the project name when you enter the Project.
This display-only field defaults the reference 1 name when you enter the Ref 1.
This display-only field defaults the reference 2 name when you enter the Ref 2.
Enter an abbreviated code for the organization number, up to six characters
in length, or use to view and select a code. If you enter
transactions by organization abbreviation, you should move this field
before Organization
to simplify data entry. When you enter the organization abbreviation code
first, the system adds the organization number.
Enter an abbreviated code for the project number up to six characters
in length, or use to view and select a code. If you enter
transactions by project abbreviation, you should move this field before
Project to simplify
data entry. When you enter the project abbreviation code first, the system
adds the project number. The project abbreviation of the previous line
defaults to new and inserted lines.
This field displays the project description.
When you enter this optional field, a pop-up box displays. In it, you can enter up to 254 characters of notes about this advance request.
The remaining balance is the difference between the header amount and the sum of the lines (for example, the sum of the total amounts). The system calculates this running balance so you can easily see if the advance request has lines missing, or transactions for which you have not accounted. Because it is automatically calculated by the system, you will not be able to edit this field. You cannot save the advance request until the Remaining Balance field equals 0.
Click this button to open the Header Info subtask.
Click this button to open the Address subtask.