Use this subtask to apply outstanding travel advances against expense reports. The subtask reads the Advance History table to find all outstanding advances for this vendor. Outstanding advances are defined as all advances with an outstanding balance greater than zero that also have a check amount greater than zero. This verifies that only outstanding advances that have had checks issued will be cleared.
The detail stored in this subtask does not relate to the expense report line. However, the table window displays all the outstanding advances for this vendor. This subtask displays the same information if you launch it on the first line as it would if you launch it on the second. The only editable field in this screen is the Current Amount Applied field in the table window. In this field you must manually identify how much of each advance to apply against this expense report.
When you enter an expense report, you must apply advances in the Apply Advances subtask. You can automatically apply advance amounts against the total amount of expenses incurred by the employee. The system will automatically apply advances based upon either a trip number or an advance date. This is determined system wide in the Travel Settings screen, where you have the option to apply advances manually or automatically. You can apply advances automatically by either trip number or by advance date.
If you manually apply advances, the system will still order the advance subtask, but if not launched and edited advances are not applied. If you apply advances by trip number, the system will track trip expenditures by individual trip numbers. This method is used if you wish to apply lines of the expense report against specific advances assigned for each trip. If you choose to apply advances by advance date, the system will order the table in ascending advance date. Advances will be applied against expense reports from earliest to latest advance issued until either the expense report or all outstanding advances are applied.
This subtask displays the same information regardless of which line you select in the main screen. The data it contains is not dependent on any single line in the expense report.
This group box displays the vendor and the expense report number, amount, and date from the main screen. All these fields are display-only.
This group box displays fiscal year, period, and subperiod information from the main screen. These fields are display-only.
This non-editable field displays the total expense report amount from the main screen.
The system calculates the amount remaining by subtracting the amount applied from the total amount of this expense report. The Amount Remaining field will be filled only if the Paid By code on the main screen is "E." This field is display-only.
This is the total amount applied against this expense report. The system calculates this value by adding each of the Amount Applied column items in the table window. If you edit any of these amounts, the value in the field will automatically change to reflect the new total. This field is display-only.
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 table shows only outstanding advances from the Advance History table. The system fills all these fields by default, and all but the Current Amount Applied field are display-only. 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 screen.
This field displays the date on which the advance was created.
This field displays the trip number from the advance request.
The advance account displays from the advance request.
The organization displays from the advance request.
The project displays from the advance request.
The reference 1 displays from the advance request.
The reference 2 displays from the advance request.
This field displays the amount requested for the advance.
This field displays the total amount of all non-voided 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. Check amount information is retrieved 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 it by subtracting the total amount applied from the total amount of the check issued for the advance.
The amount of the advance that has already been applied to expense reports displays in this field.
This is the only editable field in this subtask. The amount outstanding on the advance defaults into this field. If you do not want to apply the entire amount of the advance against this expense report, change this amount as necessary.
This field displays the abbreviation of the organization from which the advance was paid.
The abbreviation of the project associated with this advance (if any) displays in this field.