Use this screen to view advances created by the system and to enter and edit information for advances entered outside Costpoint. When you initialize Costpoint Travel, you may have several outstanding advances for which expense reports have not yet been filed. To ensure that these advances are applied when you enter the expense reports, enter those advances using this screen as soon as possible.
Use this screen to view, but not edit, advances entered as advance requests in the Enter Advance Requests screen and then made into A/P vouchers by the Create/Post AP Vouchers or the Select Items for Voucher Creation screens. You can access these system-created advances by running Query or Find, but you will not be able to edit them because they have already been posted to the General Ledger. Any information you manually enter, however, can be edited in Query mode.
In Costpoint, an advance becomes an advance only after a voucher has been made for it and checks issued against it. If you have an outstanding advance for which a voucher has already been issued, enter it in this screen. If you have an advance request for which no vouchers have yet been issued, enter it as an advance request in the Enter Advance Requests screen.
Before the system can auto-number advances, you must enter a Last Advance Number in the Travel Settings screen.
For purposes of recording travel advances, a vendor can be an outside vendor or an employee. To record an advance for a vendor, first enter the vendor in the Maintain Vendors screen in Costpoint Accounts Payable. To facilitate the vendor Lookup, however, enter all travel vendors in the Vendor Travel Info screen. (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, the vendor will automatically be added to the Vendor Travel Info table.) The system then searches the smaller, more manageable list of vendors in the Vendor Travel Info table rather than the thousands of other vendors you may have. However, as long as the vendor is included in the main vendor table, he can be used as the vendor for an advance.
Enter the vendor ID or use Lookup to select one from a list. Because Vendor is a required field, you will not be able to save if you do not enter a vendor ID. After you enter the vendor ID, the vendor's 25-character name and six-character location code display in the two non-editable fields to the right.
Enter the advance due date in MM/DD/YYYY format.
Leave this field blank if you want the system to auto assign the advance number. The system assigns advance numbers according to the number in the Last Advance Number field in the Travel Settings screen. When you save, the system retrieves the maximum number already assigned to an advance or advance request, adds one, and assigns this number to the advance. This number is then stored as the Last Advance Number in the Travel Settings screen. If the advance number already exists, however, the system retrieves the highest advance number already saved, adds one, and asks if you would like to choose this number instead. You can decline the system's new number, but if you enter another number of your own, it must be unique.
Note that the advances you enter in one session may not have consecutive advance numbers. For instance, if you begin your session with advance number 100 expecting to enter five advances (100 - 104), but 103 is already taken and the highest advance number already entered is 150, your five advances will have the following advance numbers: 100, 101, 102, 151, and 152.
Enter the total amount of the advance. This amount must match the sum of the Requested Amount column, or you will not be able to save.
The system date (today's date) defaults into this field, and represents the date the advance was created. You can edit this date as necessary. The date you enter must contain six digits.
The drop-down list displays only open fiscal years from the Fiscal Years table in Costpoint General Ledger. Choose a year from the list or enter the year to which you want to assign the advance. You cannot assign advances to closed fiscal years.
The drop-down list displays only open accounting periods from the Accounting Periods table in Costpoint General Ledger. Choose a period from the list or enter the period to which you want to assign the advance. You cannot assign advances to closed accounting periods.
The drop-down list displays only open subperiods from the Subperiods table in Costpoint General Ledger. Choose a subperiod from the list or enter the subperiod to which you want to assign the advance. You cannot assign advances to subperiods that are not available.
The user ID of the last user to change the advance is displayed here.
The date on which the user last changed the advance is displayed here.
This field is not editable for system-created advances or when you are adding a new record. In the future, the Approved check box on the Enter Advance Requests screen will be enabled, so you can approve advance requests for amounts beyond a designated limit. If you set approval limits, the user ID of the person who approved the advance request to become an A/P voucher displays in this field.
This field is not editable for system-created advances or when adding a new record. If you set approval limits, the date the advance request was approved to become an A/P voucher displays in this field.
The table window fields listed below correspond to fields in the table window of the Enter Advance Requests screen. Refer to the documentation for that screen for an explanation of the kinds of data to enter in these fields, if you are manually entering an advance in this screen. The table window fields are as follows:
Trip No, Advance Account, Organization, Project, Ref 1, Ref 2, Requested Amount, Amount Applied, Start Date, End Date, Destination, Account Name, Organization Name, Project Name, Ref 1 Name, Ref 2 Name, Org Abbrev, Project Abbrev, Description, and Notes.
For system-created advances, this field displays the amount requested for that line of the advance request and is not editable.
If you are manually entering an advance, enter the total amount of the line in this field. The sum of the Requested Amount column must equal the Amount of the advance in the Advance group box. This field is required.
If you are manually entering an advance, enter the amount of the line you want to apply against an expense report. If the Amount Applied has been edited in the Advance subtask of the Enter Expense Report screen, that number will be displayed here. The Amount Applied field defaults to 0.00, and is required.
This field is not editable for system-created advances.
The remaining balance is the difference between the Amount field in the Advance group box and the sum of the Requested Amount column. The system calculates this running balance so you can easily see if the advance has lines missing. Because it is automatically calculated by the system, you cannot edit this field. In order to save the advance, the Remaining Balance field must equal zero.
Click this button to open the Header Info subtask.