Accountable Advances
Accountable Advances
Overview
This entity describes the list of accountable advances given by the Organization. It keeps track of the outstanding balance of the advance by tracking all payments (debits) and recoveries (credits).
Navigation
General Ledger ► Sub Ledgers ► Accountable Advances► Accountable Advance
Accountable Advances Screen Fields
Fields | Description |
Code | Unique identification code. System generated or manually entered by the user depending on the system parameter. |
Workflow Status | The Workflow Process Status of the voucher automatically generated and updated. |
Currency | Indicates the transaction currency for the Advance. |
Exchange Rate | The exchange rate for the chosen currency. |
Advance Type | Indicates the Advance Type for the Accountable Advance. |
Coding Block | Coding Block for the Accountable Advance. |
Accounting Office | Accounting Office Code By default use current employee institution |
Purchase Order | Only enabled if Advance Type is linked to Purchase Order and will allow the user to select respective Purchase Order. |
PO Advance Limit Percentage | Only enabled if Purchase Order is selected. This field is to define advance limit, means the percentage of the PO Total Amount that can be provided as an Advance to the Supplier. |
Advance Status | Indicates if the Advance is Open and transactions can be posted against it, or it is closed and no transactions ca be posted against it. |
Holder | Refers to the Vendor to whom the advance will be issued. |
Domestic Advance Limit Amount | This is to define the maximum limit of money to be advanced. If the advance is linked to a PO, this amount must be less than the PO amount. |
Pay Advance In Single Installement | If Advance Type is True, then this attribute is true and is disabled (user cannot change). If Advance Type is False, then this attribute is enabled (user can change it), default value is False. |
Domestic Paid Amount | This is the running total of the amount that has been advance to the holder. System calculated, sum of GL debit entries against the sub-ledger. |
Domestic Recovered Amount | This is the running total of the recovered amount of the advance. System calculated, sum of GL credit entries against the sub-ledger. |
Domestic OutStanding Balance Amount | Calculated/Updated Display Only Field |
Created By | System will automatically populate this attribute. |
Creation Date | The Accountable Advance created on. This is auto populated by the system. |
Approved By | System will automatically populate this attribute. |
Approved Date | Timestamp of approval |
Language | The language used to enter the description. |
Name | Name of the Advance. |
Description | Description for the advance. |
Advance Transaction Schedule Tab
Advance Transaction Schedule Tab Screen Fields
Fields | Description |
Sequence Number | Sequential number of the Advance Schedule. |
Transaction Type | Indicates the type of the transaction. Possible values are Payment and Recovery. |
Forecast Transaction Date | Non-mandatory. To define the expected transaction date. |
Forecast Transaction Amount Domestic | This is the expected transaction amount in domestic currency. |
Forecast Transaction Amount Foreign | This is the expected transaction amount. Enabled if Accountable Advance currency = Foreign. |
Actual Transaction Date | Indicates the actual transaction date. This is auto populated by the system from the processes. |
Actual Transaction Amount Domestic | Indicates the actual transaction domestic amount. This is auto populated by the system from the processes. |
Actual Transaction Amount Foreign | Indicates the actual transaction foreign amount. Applicable when the Accountable Advance is in foreign currency. This is auto populated by the system from the processes. |
Is Executed | This is auto populated by the system from the processes. |
Advance Type
Overview
This Entity defines the types of advances available for the Advance Register. The advance type entity will be used to describe the different types of advances available in the system.
Navigation
General Ledger ► Sub Ledgers ► Accountable Advances► Advance Type
Advance Type screen Fields and Tab
Fields | Description |
ID | System generated unique identification code. |
Active | This field defines if the Advance Type is active and can be used. |
Is Linked to PO | Default is False. If Advance Type is linked to PO, the system will request a PO number when the Advance is posted. |
Is Standing Advance | If True the Advance Limit will be validated against the net amount of payments minus recoveries |
Advances To Be Process In Single Payment | Default is False. If True the Advance Limit will be validated against the net amount of payments minus recoveries |
Name | Indicates the name of the Advance Type. |
Description | Long description of the Advance Type. |
Advance Offsetting Accounts | Only available if Is Linked to PO is False. List of expressions representing a set of Coding Blocks that can be used to post recoveries of Accountable Advances of this type. |
Advance Type offset Accounts Tab
Advance Type offset Accounts Tab Screen Fields
Fields | Description |
Serial Number | Unique identifier. |
Rule Expression | user can enter different type of rules: List of values, wildcards and range of values. |
Description | Short description of the Advance Type |
Reports
Sri Lanka Reports
Stores and Commercial Advances Detail Report
Overview
This report shows the original amount for advance, required recovery and balance. Users can use report filters to generate the report as per their requirement.
A screenshot of the Stores and Commercial Advances Detail Report is available here. Image is shown as reference material; position and names for labels, fields and buttons are subject to the parameter, rendering control configuration and the installed revision.
Users access Stores and Commercial Advances Detail Report from within the menu through this navigation path: General Ledger ► Sub Ledgers ► Accountable Advances ► Reports ► Sri Lanka Reports ► Stores and Commercial Advances Detail Report.
Filters
The following table lists and describe all filter fields for the Stores and Commercial Advances Detail Report in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.
| Field | Description |
|---|---|
| Fiscal Year | It lists the fiscal years and allows users to select a fiscal year as a report filter. The current fiscal year is set as the default value. It is a mandatory field. |
| Period From | It lists the fiscal periods and allows users to select a fiscal period as a report filter. It is a mandatory field. |
| Period To | It lists the fiscal periods and allows users to select a fiscal period as a report filter. It is a mandatory field. |
| Workflow Status | It lists the workflow status and allows users to select it as a report filter. The values are restricted to:
|
| Advance Status | It lists and allows users to select the advance status from the list as a report filter. It has two value open and close. |
| Holder Name | It allows to browse and select the holder name using the lookup button. |
| Accounting Office | It allows to browse and select the accounting office using the lookup button. |
Visible Fields
A sample of the report is available here.The following table lists and describes all visible fields for the Stores and Commercial Advances Detail Report, in their default order. Note that some fields depend on Filters selection and the language of the report depends on the configuration of the system.
| Field | Description |
|---|---|
| Accountable Advance | |
| Code | Based on the filter criteria the accountable advance id shows in the report. |
| Holder Name | The account holder name to whom the advance has been issued. |
| Workflow | Workflow stage of the accountable advance. |
| Status | The advance status either open or close. |
| Amount | Domestic advance limit amount. |
| Advance Payments | |
| Voucher Date | Date of the voucher. |
| Advance Payments | Advance amount payment detail. |
| Status | The advance payment status. |
| Amount | The total domestic amount from expense voucher. |
| Total expenses against advances | |
| Voucher Date | Voucher date. |
| Total Expense against Advances | The total expense against the advance. |
| Amount | The total domestic credit amount. |
| Unutilized Advance Amount | The actual unutilized advance amount. |
Buttons
The following table describes actions associated with the depicted button image. Note that some images are associated with several buttons, used for more than one purpose within the Stores And Commercial Advances Detail Report feature.
| Button Image | Description |
|---|---|
 | The pdf button allows users to generate the report in the pdf format. |
 | The Excel button allows users to generate the report in the excel format. This format is compatible with Microsoft Office 97-2003 or higher version. |
 | The Excel button allows users to generate the report in the excel format. This format is compatible with Microsoft Office 2003 or higher version software. |
 | This ODS button allows users to generate the report in ODS format. This format is compatible with spreadsheet software such as Microsoft Office, Open Office or Libre Office. |
 | This RTF button allows users to generate the report in RTF format. |
 | The Word button allows the users to generate the report in word format. This format is compatible with Microsoft Office 97-2003 or higher version. |
 | This ODT button allows users to generate the report in ODT format. This format is compatible with word processing software such as Microsoft Office, Open Office or Libre Office. |
 | The Lookup tool allows users to browse and select existing items. |
Travel And Fuel Advances Details Report
Overview
It allows users to generate the detail report of the travel and fuel advance. Users can use report filters to generate the report as per their requirements.
A screenshot of the Travel And Fuel Advances Details Report is available here. Image is shown as reference material; position and names for labels, fields and buttons are subject to the parameter, rendering control configuration and the installed revision.
Users access Travel And Fuel Advances Details Report from within the menu through this navigation path: General Ledger ► Sub Ledgers ► Accountable Advances ► Reports ► Sri Lanka Reports ► Travel And Fuel Advances Details Report.
Filters
The following table lists and describe all filter fields for the Travel And Fuel Advances Details Report in their default order. Note that some fields depend on System Parameters and rendering control configuration to be visible and/or editable by users. Field names are subject to change through language label configuration.
| Field | Description |
|---|---|
| Fiscal Year | It lists the fiscal years and allows users to select a fiscal year as a report filter. |
| From Date | The date picker allows users to pick the initial date range for the report as a filter. |
| To Date | The date picker allows users to pick final date of the range as report filter. it should be within the selected fiscal year and greater than from date. |
| Advance Type | It lists the advance type and allows users to select it as a report filter. The type should be travel advance & fuel advance. |
| Workflow Status | Lists the workflow status of the advance and allows users to select it as report filter.The values are restricted to:
|
| Advance Status | It lists and allows users to select the advance status from the list as a report filter. It has two value open and close. |
| Holder Name | It allows to browse and select the holder name using the lookup button. |
| Accounting Office | It allows to browse and select the accounting office using the lookup button. |
Visible Fields
A sample of the report is available here.The following table lists and describes all visible fields for the Travel And Fuel Advances Details Report in their default order. Note that some fields depend on Filters selection and the language of the report depends on the configuration of the system.
| Field | Description |
|---|---|
| Accountable Advance | |
| Code | Based on the filter criteria the accountable advance id shows in the report. |
| Holder Name | The account holder name to whom the advance has been issued. |
| Workflow | Workflow stage of the accountable advance. |
| Status | The advance status either open or close. |
| Amount | Domestic advance limit amount. |
| Advance Payment | |
| Voucher Date | Date of the voucher. |
| Advance Payments | Advance payment amount detail. |
| Status | The advance payment status. |
| Amount | The total domestic amount from expense voucher. |
| Total expenses against advances | |
| Voucher Date | It fetches voucher date. |
| Total Expense Against Advances | Total expense occurred against the allotted advance. |
| Amount | Total domestic debit amount. |
| Settlement of Advances | |
| Voucher Date | The date of the voucher. |
| Settlement of Advances | The calculated settlement amount of advance. |
| Status | The status of the advance settlement. |
| Amount | Total domestic credit amount. |
| Advance To Be Recovered | Grand total amount after calculation. |
Buttons
The following table describes actions associated with the depicted button image. Note that some images are associated with several buttons, used for more than one purpose within the Travel And Fuel Advances Details Report feature.
| Button Image | Description |
|---|---|
| The pdf button allows users to generate the report in the pdf format. |
| The Excel button allows users to generate the report in the excel format. This format is compatible with Microsoft Office 97-2003 or higher version. |
| The Excel button allows users to generate the report in the excel format. This format is compatible with Microsoft Office 2003 or higher version software. |
| This ODS button allows users to generate the report in ODS format. This format is compatible with spreadsheet software such as Microsoft Office, Open Office or Libre Office. |
| This RTF button allows users to generate the report in RTF format. |
| The Word button allows the users to generate the report in word format. This format is compatible with Microsoft Office 97-2003 or higher version. |
| This ODT button allows users to generate the report in ODT format. This format is compatible with word processing software such as Microsoft Office, Open Office or Libre Office. |
| The Lookup tool allows users to browse and select existing items. |
 | Allows user to select a date. |