In order to create an advance request as a standard user, you need to have the following access level selected on your account:
Request an Advance -> Draft
Once this access level has been granted, you should see the My advance requests option appear in your side menu under Expenses.
You should also see a Request an advance button appear on your dashboard in the Accounts section.
My advance requests section will show the following;
Draft - This level will be showing requests that you have previously created and that have been saved as draft.
Paid - This level will show all completed/paid requests.
Filters - This functionality enables you to easily find a required request.
Click the Create a new advance request green button.
Alternatively, click the Request an advance button on the dashboard page.
You will be taken to the Details section.
In the Description text box, give your advance request a friendly name. This is a required field.
You must select an account to apply the advance to. Click the icon next to Account. You should see a popup appear containing a list of your advance and debit card accounts.
If you have a lot of accounts, use the Search text box and click icon to filter the accounts shown.
If you don’t have any accounts, the popup will appear which will allow you to create one.
The New account button will be shown if you have the following access level:
Accounts ► Create accounts
If you don’t have this access level, you will need to ask a member of your administration team to create an account for you. The system will also need to be setup to allow new advance account creation in order to see the New account button.
To create a new account yourself, click New account.
In the Name text box, give your account a friendly name.
Select the account Currency from the drop-down list. Alternatively, click the icon to search for the currency.
Back at the advance request page , continue by entering the advance Amount. This must be a positive currency value. The currency of the amount will have updated to be that of the selected account.
- You may see fields for Start date and End date. They may also be required fields that must be completed in order to apply the advance.
- The Start date and End date fields refer to the event that the advance is being requested for. For example, if the advance is for a trip, then the start and end dates are the start and end dates of the trip.
- Selecting an account may cause a Coding section to appear on the page if there is any coding associated with that type of account.
The Terms section may be shown if there are any setup for advance requests on your site. These will outline any requirements and obligations your company expects from you as a condition of providing the advance. Please be sure to read and understand them.
Clicking on Overview shows read-only information.
You may attach one or more files relating to the advance request. To do this click on Attachments field on the side menu.
Click the Add a file button.
The Select files popup appears. If you already have files in your files and receipts stash, they will be displayed in the popup.
If you don’t have any files in your files and receipts stash.
You may add new files by clicking the Upload button. Another Upload From Your Computer popup will appear.
Click Select files. Now choose one or more files that you want to attach to you advance request then click Upload selected files.
The uploaded file(s) will be automatically added to your advance request. The Attachments section button will also show a counter indicating the number of files that have been attached.
You may (optionally) add notes to your advance request by clicking on Notes.
Type your note in the What do you want to say? text box and press the icon. Your note will be added. The Notes section button will also show a counter indicating the number of notes that have been added.
Save as draft
If you don’t want to apply for your advance straight away, you can save it as draft by clicking the Save as draft button.
You may resume editing and applying your advance request by clicking the icon next to it.
Deleting (and recovering) a draft request
Advance requests may only be deleted when at draft. If you wish to delete your advance request, click the icon next to it on My advance requests page. Your advance request will be deleted and removed from the list. You will see a confirmation.
Alternatively, when editing an already saved advance request, you will see a delete button at the top-right of the page.
On clicking it, you will need to confirm by clicking Confirm delete.
To recover a deleted advance request, at the My advance requests page with the Draft level selected, click the 'Show deleted' button. Any deleted advance requests will be displayed in the list with a badge next to them.
Click the icon next to the advance request you wish to recover. You will be taken to the edit page, but the request will be in read-only mode. You will see a Recover button.
Click it. The form will switch to edit mode so you can make changes if necessary to the request. You will then need to click the Save as draft button (or any other action button) to save the advance request as active again.
The next section only applies if your system is running in self -authorisation mode. In other modes you will have a Submit button which will send the request to your manager or expenses team for approval and payment.
Applying an advance
To apply the advance to your chosen account, at the advance request edit page click the Apply Advance button. Your account will now have been credited by the advance amount and the system will return to the My advance requests page and the advance request will have been removed from the Draft level and placed in the Paid level.
Viewing a paid advance request
To view a paid advance request, click the icon next to it when viewing the Paid level on the My advance requests page. You will be taken to a read-only version of the page used to create the request.
When viewing a request that is not at draft level, you will see an extra section on the left – History. Click it to see the level transitions that the request has made.