Maintain Advances

Use the Maintain Advances screen to edit imported cash advances or to manually enter cash advances. If an employee asks for a cash advance when filling out an expense authorization, the system will look at both the number of outstanding cash advance records in this screen for the employee and the total amount of outstanding cash advances for the employee to determine whether the employee is eligible to request a cash advance.

When do I use the Maintain Advances screen?

Use this screen to add, edit, or delete employee cash advances.

If an expense report has been entered against a cash advance, the Delete function will be unavailable.

You should enter cash advance records before entering expense reports.

Employee

For manually entered cash advances, use the Lookup pushbutton to select the employee for whom the cash advance is being added. For imported cash advances, this field displays the employee's name and ID. You can change the Employee field only in Add Mode.

The employee’s ID will be shown only if the system is configured to show employee IDs. If the Expense Report ID field displays a value, the Employee field will be disabled.

Reference

For manually entered cash advances, enter the reference number (typically the check number or EFT number) that was used for the cash advance. For imported cash advances, this field displays the reference number that was used for the cash advance.

If the Expense Report ID field displays a value, the Reference field will be disabled.

General Information

Advance Date

For manually entered cash advances, use the Calendar Lookup to select the date on which the cash advance was issued. For imported cash advances, this field displays the date on which the cash advance was issued or requested.

If the Expense Report ID field displays a value, the Advance Date field will be disabled.

Type

For manually entered cash advances, use the drop-down box to select the type of payment that was used for this cash advance. The valid values are:

• Check - Select this option if a check was used to pay the cash advance to the employee.

• EFT - Select this option if an Electronic Funds Transfer (Direct Deposit) was used to pay the cash advance to the employee.

• Other - Select this option if another form of payment was used to pay the cash advance to the employee.

For imported cash advances, this field displays the type of payment that was used for this cash advance.

If the Expense Report ID field displays a value, the Type field will be disabled.

Amount (Employee's Pay Currency)

For manually entered cash advances, enter the amount of the cash advance that the employee received in the currency in which he received it. For imported cash advances, this field displays  the amount of the cash advance in the employee's pay currency.

If the Expense Report ID field displays a value, this Amount field will be disabled.

Amount (System's Base Currency)

For manually entered cash advances, enter the amount of the cash advance that the employee received in the system's base currency. For imported cash advances, this field displays the amount of the cash advance in the system's base currency.

If the Expense Report ID field displays a value, this Amount field will be disabled.

Posting Info

Expense Report

This field will remain empty until you enter an expense report and apply the cash advance to it by selecting the Finish pushbutton. The system will then update this screen with the Expense Report ID. When this occurs, all other fields on this screen will become non-editable.