Reverse Advance Entry

The Advance Entry process allows for the reversal of advances that have been posted. Some companies allow the reversal of advances that have also been paid. The reverse advance voucher must be for the same Company/Office/Employee as the original advance voucher. Once an advance is reversed, neither the original advance voucher nor the reverse advance voucher will be available for reconciliation against an expense.

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

  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.

  3. Leave the Voucher field blank to create a new voucher using the next available voucher number.

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

  5. Key a Description for the advance. This user-controlled description should indicate that the advance is a reverse advance and include the voucher number that is being reversed. Example: 3500 reverse voucher. This description displays on the Advance Inquiry Window and is helpful in identifying the advance that is being reversed. Also, all columns on the Advance Inquiry Window are sortable by clicking the column heading. If the description always starts with a number, then the description could be sorted in ascending or descending order.

  6. Key the Cost Amount of the reverse advance voucher. The cost amount must be the exact amount of the original advance voucher except it should be a negative amount.

  7. Select a Voucher Date.

  8. If a Job Number, Client, Division/Product was keyed for the original advance voucher, the same Job Number, Client, Division/Product should be keyed for the reverse advance voucher

  9. Key the Original Voucher number that you are reversing.

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

  11. When finished, click the Submit icon check.gif.