Use and monitoring of consumption of an advance

Updated 2 months ago by Selim Ounis

It is possible in Expensya to use and track the consumption of an advance previously validated by a manager and granted by an accountant.

The employee will be able to use the advance as a payment method when entering a new expense.

All the people included in the validation flow of an advance will be able to follow the consumption of the latter by having the details of the attached expenses as well as the remaining balance.

How to make an advance available as a means of payment

It is up to the administrator or accountant to make the advance available to the employee as a means of payment.

To do so, it is sufficient to:

Go to the advances menu
Select the advance already archived
Tag the advance as "paid"

If you have the SEPA export format for advances as an integration you will be able to export the advances and they will be automatically marked "paid".

Once the advance is marked "paid", the employee will have access to it from the drop-down list of payment methods when entering an expense.

How to use an advance as a means of payment:

To use an advance as a means of payment, simply :

Go to the "expenses" menu
Enter a new expense, or access an existing expense
Choose from the drop-down menu of payment methods the advance.

A new line is added below the expense amount that specifies the amount to be deducted from the advance. This amount is calculated according to the configured expense rules.

If an advance has a remaining balance of 0 it is no longer displayed as a payment method.

When recording the expense, and hovering the mouse over the expense amount, a new line is added to the tooltip to specify the amount to be deducted and the amount to be refunded is calculated accordingly.

How to track the consumption of an advance:

As an employee :

Go to the advance menu
Choose the advance to consult
Click on "Linked expenses".

It is possible to monitor the remaining amount of the advance according to the attached expenses. But also according to draft expenses.

As a validator :

Go to the advance menu
Choose the advance to consult
Click on "attached expenses".

It is also possible to track the remaining advance amount based on the attached advances.

An additional line will appear representing the amount reserved; this will represent the addition of the attached expenses still in draft mode on the employee side.

You will find more details about advances in the following article: Request and management of advances

How to make a restitution :

One of the advantages of being able to track the consumption of an advance is being able to return the correct amount based on the remaining balance.

To do this, the employee simply :

Go to the advance menu
Click on add an advance
Check the box restitution
Choose the advance to be returned
Enter the appropriate amount based on the remaining balance

How to close an advance :

An advance will automatically be marked as "Closed" if the remaining amount = 0 and all attached expenses are archived.

An advance will not be marked closed if there are still expenses in draft status on the employee's account. The employee will have to send them for validation.