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Issue an employee advance and submit an expense report

Use the employee record, approved purpose, reporting deadline and expense evidence. Check whether advances are tracked by purpose and whether a payment request is required.

Start at Treasury > Expense reports; Expense reports for submission.

Procedure​

  1. Review outstanding employee advances before issuing another. Use the authorized employee-advance operation in the outgoing cash/bank payment, selecting the employee and cash-issue purpose.
  2. Enter amount, currency and reporting deadline where required. Record the advance only against actual cash issue or bank evidence according to the payment process.
  3. Open Treasury > Expense reports > Create > Expense report. The same creation menu also offers Vendor invoice for the separate purchase document.
  4. On Main, select the required Advance holder. Review Single currency or Multicurrency, document currency, Business unit and Price includes VAT according to the company’s approved treatment.
  5. On Expenses, use Add for the supporting expense. Complete Document confirming expenses, Number, Date, Description, Scope, Amount and Cash issue purpose. Check any rows populated by the available fill action before accepting them.
  6. Use Purchases > Create or Pick to link the intended purchase document. Review Counterparty, Amount, Cash issue purpose and Purchase document. Use Payment to vendors for supported supplier-payment entries; do not duplicate one receipt across sections.
  7. Compare Advance is received, Opening balance, Spent, Rejected and Balance with advance and expense evidence. Record rejected spending separately.
  8. Submit the prepared report for the company’s review. The Status selector offers Prepared and Confirmed; use confirmation only after the required review and authorization. Save/record the report through the configured process and reopen it to check the employee balance.
  9. Return unused funds or reimburse approved overspending through the linked settlement procedure; report confirmation alone is not a payment.

Check the result​

Every expense is supported and linked once; employee balance equals advances minus accepted expenses and returned funds.

If the result differs​

Advance is missing from the report: compare employee, currency and purpose. Expense is counted twice: inspect the linked purchase and report sections before approving.