To find advance requests settings navigate to;
Administration -> Other settings -> Account Settings -> Advance requests
Use advanced workflow routing – Switches advanced workflow on or off. This toggle is only available when the site is configured for manager authorisation. It is not shown when using self-authorisation or when Manager level is not available.
Allow users to create new accounts–Switch this toggle to Yes to show the new account button when selecting an account when creating a new advance request. This allows the user to create a new advance account as part of creating their advance request.
Enforce one advance at a time – When set to Yes, a user cannot submit or apply a new advance request if they have any accounts of type Advance with a positive balance. If the site is using manager and/or expense team authorisation, setting this toggle to Yes also prevents the user from submitting or applying a new advance request if they have another already submitted request that is awaiting authorisation. Note: This setting does not apply to administrators creating advance requests for other users’ accounts.
Enforce one expense per outstanding balance – When set to Yes, a user cannot create expense lines with the same account unless the balance for a previous advance has been expensed and accounted for.
The required date toggles are not available when the site is configured for self-authorisation. The required date field is for authoriser information only and is the date by which the advance is required to be credited to the users’ account.
Enabled – Select Yes to show this field on the advance request edit page.
Required – Select Yes to make this field compulsory. The advance request cannot be saved until the required date field is completed.
Start and end dates
The start and end date fields are for the user to enter the start/end dates of the event that the advance is required for.
Enabled – Select Yes to show these fields on the advance request edit page.
Required – Select Yes to make these fields compulsory. The advance request cannot be saved until the start and end date fields are completed.
The following settings relate to the end date and only appear when the Enforce one advance at a time toggle is set to Yes.
Reminder email – Select Yes to use the end date as a trigger to send a reminder email to the user if the account associated with advance request has an outstanding balance.
Send email after – The number of days after the end date that must elapse before any reminder email is sent. This value can be between 1 and 30 days.
When creating a new advance request, the coding that appears in the coding section is set by navigating to:
Administration ► Other settings ► Account Settings
Scroll down to the Account Coding section. Click the icon or account type for the Advance, Debit Card or Petty cash types of account as appropriate. A new page appears entitled Advance, Debit Card or Petty cash. Scroll down to the Coding section. Here, you can switch on/off the various types of coding available.
Terms and conditions
The terms and conditions that appear in a draft advance request until it is submitted can be created and edited by navigating to:
Administration -> General -> Terms and Conditions
If one doesn’t exist in the list for Request an Advance at level Draft, click the Add new button and select Request an Advance as the type and Draft as the level. Create your terms and conditions using the editor provided and click Save.