to retrieve a valid value. If you selected All or From Beginning
in the Range Option
field, this field will be inactive.Use this screen to print reports that provide you with a balance of outstanding travel advances for the fiscal year, period, and subperiod selected. This is a cumulative balance. Therefore, it will include all outstanding advances issued before the fiscal year, period, and subperiod range entered. Advances are stored in the Travel Advance Header and Line History tables.
The report also shows check information for the travel advance issued, specifically the check amount and the amount left unpaid. Because you can recreate this report in a future period, the system uses the check history to determine payments as of the fiscal year, period, and subperiod selected. Any check that is voided in a period later than the check posting period will display here as a paid advance when you create this report for the check posting period.
The amount of the advance applied against expense reports is stored in the advance history. This is updated when you enter expense reports. The amount of cash reimbursed through cash receipts on an advance is stored in the advance history as well.
The outstanding balance on the report should be the difference between the amount applied and the request amount. The unpaid amount should be the advance request amount minus the check amount.
You can run this report for many reasons. When run by account, organization, or project, it can provide detailed support for a balance in Costpoint General Ledger. These reconciliations are typically performed on a monthly basis. When run by vendor, it provides an on-the-spot analysis of outstanding advances for the vendor specified.
Use this report to reconcile an advance account in Costpoint General Ledger. If you enter expense reports for future periods, the remaining balance on this report will reflect a reduction in the outstanding advances that has not occurred as of the fiscal year, period, and subperiod for which the report is being run. If you run this report before posting, the updates will be reflected on this report, but not in the General Ledger. If you post to future periods, another problem exists because the outstanding balance has not been frozen at the end of the period.
You can select to group by the following: Project, Account, Organization, or Vendor. The default is set to Account. If you select the Vendor option, the Print, Sort Option, and Include group boxes will be disabled. You will be able to print detail only for this option. If you select Vendor, do not select the Page Break check box.
Enter the range or select one from the drop-down list. Range options are All, One, Range, From Beginning, and To End. The default for this field is All.
Enter the beginning value for the range you selected or use to retrieve a valid value. If you selected All or From Beginning
in the Range Option
field, this field will be inactive.
Enter the ending value for the range you selected or use to retrieve a valid value. If you selected All, One, or To
End, this field will be inactive.
Select this check box if you want a page break for each new account, organization, or project. The default for this check box is clear.
Enter the fiscal year, period, and subperiod for which you wish this report to run.
Select this option to summarize and provide a single, totaled record by vendor. This option is not available if you selected Vendor in the Group By field.
Select this option to print the full detail of each outstanding advance. This option is not available if you selected Vendor in the Group By field.
If you selected Account, Organization, or Vendor in the Group By field, this group box will be inactive. If you selected Project in the Group By field, you have a choice of secondary sort by account or organization.
Select this option for a secondary sort by account.
Select this option for a secondary sort by organization.
Use this group box to determine the level at which to print the report. The higher the level, the more detailed the information. If you select Account or Organization in the Group By field, the Project Level field will be inactive. If you select Vendor in the Group By field, this group box will be inactive. If you select Project in the Group By field, all levels will be active.