Use this screen to sort lists of travel advances by their identifier, by their aged date, and by their accounts and organizations. This screen is a useful resource for managing outstanding travel advances. Review this report at least monthly, depending on how your company provides travel advances and treats advances as an internal (within your own company) receivable. Receivables that are over 90 days old may have paid for a trip that was later canceled or postponed, and the travel vendor (employee) may owe the company a repayment. If the advance balance includes expense report items already posted against the advance, the advance was possibly too large for the trip, and the employee may owe the company a repayment.
Run this report at any time, but definitely at period end to obtain an accurate status of travel advances and to flag overdue items needing repayment or further research. To obtain the most accurate information, refrain from performing this inquiry when new travel advances are being created as A/P vouchers.
Use this drop-down list to select the group for your report. The choices are by Account, Organization, or Project.
Use this drop-down list to select the range of groups to include on the report. This range will indicate the accounts, organizations, or projects to be included in the report. Valid options are All, One, Range, From Beginning, and To End. The default for this field is All.
Enter the start of the range you want to include in the report. If you select All or From Beginning in the Range Option field, this field will be inactive.
Enter the end of the range you want to include in the report. If you select All, One, or To End in the Range Option field, this field will be inactive.
Choose the level of detail that you want included in your report. The larger the number, the more detailed the report will be; the smaller the number, the less detailed. However, using a zero will produce a report with full detail. To view the number of levels available, see the Account Structure section of the G/L Settings screen in Costpoint General Ledger. For example, selecting level 2 will sum up all rows below and including level 2.
Select this check box to begin each new account number on a new page. The default setting is clear. This check box is active only if you selected Account in the Select By field.
Select this check box to include any notes that were entered regarding the travel advance. The default setting is clear.
Use this drop-down list to select the range of advance types to include on the report. This range will indicate the account, organization, or project identifiers included in the report. Valid options are All, One, Range, From Beginning, and To End. The default for this field is All.
Enter the start of the range you want to include in the report. If you select All or From Beginning in the Range Option field, this field will be inactive.
Enter the end of the range you want to include in the report. If you select All, One, or To End in the Range Option field, this field will be inactive.
Use this group box to choose the date criteria for your report. You can compare either the advance date or check date to the current (today's) date or another date of your choosing.
Select this option to if you want the report to compare the travel advance date with the Date to Age by field.
Select this option if you want the report to compare the check date with the Date to Age by field.
Enter the measurement date for the aging report or use the default date. The default for this box is the current (today's) date.
Use this group box to provide the fiscal year, period, and subperiod of the transactions to be included in your report.
Enter, or use the drop-down list to select, the fiscal year in which the outstanding advances exist.
Enter, or use the drop-down list to select, the period in which the outstanding advances exist.
Enter, or use the drop-down list to select, the subperiod in which the outstanding advances exist.
The following table is accessed when reviewing the Aging of Advances:
TVL_ADV_LN_HS