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Allocate cash advance to specific expense claim

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Posted on by Dave C Eng

We have a scenario where a user has a cash advance for a specific project (e.g. currency for a trip overseas) and also has personal expenses for other projects. The problem we have is when the user submits their personal out of pocket expenses this is offset against the cash advance automatically.

Is there anyway to define which expense claim we want to consume a cash advance?

Thanks

Dave

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qianwang 7,168 on at

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Hi DaveC,

For getting the automatic link between expense report and cash advance, you need to finish the below settings.

1.Cash advance accounts for the currency

2.payment method

3. shared category with the payment method allocated

4.Setup the worker-vendor

If you don't want to automatically deduct the balance in cash advance, try adjusting one of the above.

Regards,

QianQW

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Dave C Eng on at

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We have the system configured as suggested however the issue seem to be with the mi=TrvPaymethod config screen

Even with different payment methods the cash advance matching does the same for both lines as they both have offset of Worker which is all it seems to look at. You don't seem to be able to specify a payment method explicitly for cash advances

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Dave C Eng on at

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The only hack I can think of for this is to setup currencies specifically for cash advances seems a bit of a kludge though (that is if the system takes currency into account when matching it might just reduce the cash advance balance regardless)

Update: This didn't work it reduces the cash advance balance regardless of the currency.

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Dave C Eng on at

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Hi Just wanted to provide an update that there is now a feature which allows this to be done! docs.microsoft.com/.../cash-advance

Select cash advances that apply to your expenses

Before you submit an expense report, you can select the cash advance that aligns with the expense transactions on the report. To use this functionality, the following two features must be enabled from the Feature management workspace:

Expense reports re-imagined

Ability to map cash advances to expense lines

When these features are enabled:

You can add one or more cash advances for each expense line.

The available balance of a cash advance is visible in real time when an expense report is saved. This allows you to process expense transactions and return cash transaction at the same time.

You can select multiple cash advances for one expense transaction.

Cash advance reconciliation data is available by using a query.

If you do not use these features, functionality will remain the same, with existing cash advances automatically reduced after an expense is submitted.

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Catalina_CP 107 on at

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HI Dave,

I have enable this features but still not able to see these fields. did you do any additional steps to be able to see the balance and select the cash advance?

It is just showing for the cash advance return.

But for example for a normal cash advance there is no field.

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