ADVANCE DETAIL

Note: You can open the Advance Detail subtask by selecting the Detail pushbutton on the main screen only if you selected the Advance radio button in the Item Type group box.

Use this subtask to view all the information, for the highlighted row, that was originally entered in the Enter Advance Requests screen. You can examine advances to see how they were split between organizations and projects, see how much of the advance is still outstanding, and view the trip dates. You cannot edit this subtask.

Vendor

These fields display the vendor ID, vendor name, and location information for the line you selected on the main screen.

Number

This field displays the advance number as it was generated by the system or assigned by the user.

Type

This field displays the type of record you are viewing. In this subtask, this field will always display "Advance."

Vchr No

This field displays the A/P voucher number as it was generated by the system or assigned by the user.

Due Date

This field displays the travel advance due date as it was assigned by the system, based on vendor criteria, or as assigned by the user.

Date

This field displays the date of the original advance.

Total Amount

This amount displayed in this field represents the total advance requested. No repaid amounts are considered in this figure.

Entry

The fields in this group box display the data regarding the last change of this advance request in the system.

User

This field displays the ID of the last user to change the advance request before it was posted.

Date

This field displays the system date of the last change to the advance request before it was posted.

Subpd

The fields in this group box display the fiscal year, period, and subperiod to which the advance request was posted.

Table Window

This table will display information on the selected travel advance.

Trip Number

This column displays the unique identifying number for the trip. This trip number represents the trip that was the reason for the advance.

Account

This column displays the account to which the advance was charged.

Organization

This column displays the organization to which the advance was charged.

Project

This column displays the project, if any, to which the advance was charged.

Trip Start Date

This column displays the trip start date, if any, that was entered with the advance.

Trip End Date

This column displays the trip end date, if any, that was entered with the advance.

Destination

This column displays the destination, if any, that was entered with the advance.

Travelers

This column displays the traveler's name. This will usually be the vendor ID, but can differ.

Amount

This column displays the advance amount. If there are multiple lines populating this table because of multiple trips on one travel advance, the total of all the amounts in this column will match the Total Amount field in the header.

Remaining Balance

This column displays the amount of advance that is still outstanding from the original advance amount.

Amount Applied

This column displays the amount of advance that has already been applied to posted expense reports.

Description

This column displays the descriptive information entered by the user for this advance.

Ref 1

If you have designated a label for this field, it will display as the field heading and the column may be populated with the data entered with the original advance request.

Ref 2

If you have designated a label for this field, it will display as the field heading and the column may be populated with the data entered with the original advance request.

Proj Abbrev

This column displays the project abbreviation, if any, of the project that is listed in the Project column.

Org Abbrev

This column displays the organization abbreviation, if any, of the organization that is listed in the Organization column.

Proj Acct Abbrev

This column displays the name of the project account abbreviation, if any, for this combination of project and account.

Notes

If any notes were entered with this advance request, they will display in this column.

Form View

Select this pushbutton to view advance detail information for the highlighted row on a single-screen form instead of in a table format.

Exp Rpts

Select this pushbutton to open the Expense Reports Applied subtask.