to select, a vendor ID. The table will
be populated with information about this vendor. If you leave this field
blank, the table will be populated with all vendors.Use this screen to make inquiries on the status of outstanding travel advances that have been posted. An outstanding advance represents money paid before the travel date to help keep expense report vendors (employees) out of debt for their company's expenses. This screen will show how long the advances have been held by the employees. A long-held advance may represent an expense report that has not been entered, or entered improperly, in the Enter Expense Reports screen.
You can prepare the most comprehensive report by leaving the Vendor, Advance Type, Days Outstanding, and Amount Outstanding fields blank, then selecting the Execute button on the toolbar. This will produce a table populated with all outstanding travel advances. To request more specialized information, use the selection fields to narrow the result of the inquiry.
We suggest you run this report as part of your period closing to ensure advances are not delinquent. Also, run this report before using the Enter Advance Requests screen to create new advances. Compare the outstanding advances with the new advance requests to determine which employees may have requested excess travel advances or may have outstanding expense reports to submit. Also, if you run this report before creating A/P vouchers from the Enter Expense Reports screen, you will be alerted to expense report vendors with outstanding advances that may have pending E (employee-paid) expenses. Advances are applied only against E expenses. To obtain the most accurate data, refrain from running these reports when creating new travel advances and expense reports as travel vouchers. We also suggest that you refrain from running these reports when printing checks or EFT advices that include travel advances.
Enter, or use to select, a vendor ID. The table will
be populated with information about this vendor. If you leave this field
blank, the table will be populated with all vendors.
Enter, or use to select, the advance type. The table
will be populated with information about the selected advance type, which
may include multiple vendors. If you leave this field blank, the table
will be populated with multiple advance types.
Use this group box to choose the timing criteria for this table. The number in the Days Outstanding column will be determined by your selection here. Advance Date is the default setting.
Select this option to compare the current date (today) with the date of the travel advance. The days outstanding will represent the number of days that have passed since the date of the advance. This option is the default setting.
Select this option to compare the current date (today) with the date of the check or EFT used to pay the travel advance. The Days Outstanding column will represent the number of days that have passed since the date the check/EFT was written. If you select this option and the Days Outstanding column appears blank, those items have been posted as an advance, but no check or EFT has been prepared.
Enter the number of days that the advance has been outstanding. This must be a positive number. The table will be populated with all advances that have been outstanding for a number of days equal to or greater than the number in this field. Days will be counted from either the advance date or the check date, depending on your radio button selection. If you leave this field blank, the table will be populated with all advances, regardless of their age.
Enter the minimum currency amount to be included in the table. If you leave this field blank, the table will be populated with all advances, regardless of size.
Once you have selected your criteria, click the Execute button on the toolbar to populate the table.
This field will display the vendor ID when more than one vendor is included in the table.
This field will display the vendor name when more than one vendor is included in table.
The advance number will be displayed here for each outstanding advance listed. This number defaults from the Enter Advance Requests screen.
The field will display the advance type for outstanding advances.
This field displays the total amount of the original advance.
This field displays the outstanding balance. The outstanding balance represents the total original advance amount less any amounts from expense reports that have already been created as travel vouchers in the Create/Post AP Vouchers screen. Items from the Enter Expense Reports screen that are unposted will not be used in this outstanding balance amount.
This field displays the number of days since the advance or check was issued. Whether your Days Outstanding refers to check date or date of advance depends on your selection in the Age By group box.
This field displays the date of issue for the advance.
This field displays the date of the check or EFT used to issue the advance.
This field displays the fiscal year to which this advance was posted.
This field displays the period to which this advance was posted.
This field displays the subperiod to which the advance was posted.
Click this button after you have highlighted a row to access the Outstanding Advance Detail subtask. Additional detail will include relevant trip numbers, accounts orgs, and project numbers.
This field displays the total of all advances listed on the table.
This field displays the total of the outstanding portion of all advances listed on the table.