Handling Advance Payments—Exercises

Basic Data Setup

Payment Methods

Register Basic Data in the Employee window

Handle Advance Payments

Purpose: The purpose of this exercise is to learn how to register and connect advances to an expense sheet.

Windows:
Expense Sheet

Request Advances

  1. Create a new expense sheet. Enter travel that lasts for at least two days. Save your changes.
  2. Click the Payments tab.
  3. Create a request for travel advances by entering a new row in the upper part of the tab window.
  4. Choose USD from the List of Values for the Currency Code field and enter 150 in the Currency Amount field.
  5. Select your own cash method from the List of Values for the Method ID field. Save your changes.
  6. Authorize your request by selecting the row you just entered in the Payments tab, right-clicking and then clicking Authorize Payment. This is normally done by the supervisor. Notice how the Emp Payment Status field changes from Requested to Authorized.
  7. Select your advance payment again, right-click, and click Payment in Cash. If necessary, update the values displayed as follows:
  8. User Group field should be AC.
  9. Voucher Type field should be S.
  10. Payment Method field should be CASH.
  11. Payment Date field should be today’s date.
  12. Click OK. The Emp Payment Status field should now be Paid.
  13. Enter some expenses in the Expenses tab.
  14. The advanced amount is visible in the Advance field and the amounts in the Gross and Balance fields are changed. Are the amounts correct?
  15. Confirm and authorize the expense sheet.

    Note: The advance is automatically connected to the active expense sheet.

    1. Select your advance, right-click and click Disconnect From Expense Sheet. What happens?