Advance Entry

When you select this option, any of your advance vouchers that have been rejected are listed on the prompt window along with the rejection comments. If you are defined as an alternate employee in Employee Profile, you may enter advances for another employee. To display that employee's rejection comments, key the employee code then click the Reject Comments icon. Advances may not be applied to an expense voucher until they are paid.

To enter or edit a voucher for an advance:

To reverse an advance, see Reverse Advance Entry.

1. Select AdExpenseSM|Expense/Advance Entry&Inquiry|Advance Entry.

Advance Entry Prompt

2. On the Advance Entry prompt window, the Employee field defaults to your employee code. To enter an advance voucher for another employee, key or select the code for that employee. You must have Alternate Employee authority for this employee in PRODUCTION.

3. Leave the Voucher field blank to create a new voucher using the next available voucher number. To edit an existing unsubmitted or rejected voucher, key the voucher number.

4. Click the Next icon to display the Advance Entry detail window.

Advance Entry Detail Window

5. Key a Description for the advance.

6. Key the Cost Amount for the advance.

7. Accept the default of today's date, or key a different Voucher Date.

8. The Pay Date and Due Date are calculated based on settings in the Pay Date and Due Date Defaults for employee expenses in the Agency Profile.

9. To note a job for reference when applying this advance to an expense, key or select the Job Number.

10. To note a client on the advance for reference when applying this advance to an expense, key or select the Client code. If this field is left blank, the Client code is retrieved from the job specified above, if any.

11. If you are entering an advance with a negative amount to cancel a previously issued advance, key the Original Voucher number of the advance you are cancelling.

12. If applicable, key a Purpose Code to identify the reason for the expense on reports. Purpose codes are set up in the AdExpense Database.

13. Click the Save icon to save your entries.

14. Click the Submit icon to submit the advance for approval. If the System Settings (AdExpense|Administration|System Settings) do not display a check mark, manager approval is not required. When the voucher is accepted by the posting process, an e-mail is sent to you to advise you that the advance will be paid.

15. To delete an advance voucher, follow steps 1 through 4, then click the Delete icon .