CASH ADVANCE

[Heather224]

Hello,

Our compnay is new to using Concur. Is there a way that Cash Advance will not subtract from from "Company Paid" line items on the expense report?  Our company pays for all airfare, hotel and rental cars.  I can make it work if I enter a negative for that transaction amount; however I am concern when we import our EPIP file into our operating system that the "Company Paid" transactions will be missed.

Thanks!

Heather

[KevinD]

Hello @Heather224 when a cash advance is assigned to report, you will see the Cash Advance total at the bottom of the report. The amount of the cash advance will go down as the employee adds out of pocket expenses to their report. Expenses marked with the payment type Company Paid should not affect the cash advance balance.

Kevin 

[Heather224]

Hi Kevin,

Thanks for your response.  The cash advance is subtracting from the items that are mark as Company Paid.  The only way I can get around it is to enter the total for these transactions is to enter them as a negative amount.

[jps]

same here. Expense Types that shouldn't be discounting from Cash Advance are messing the report's amounts. I guess there is some configuration missing in our Sandbox. 

Have you fixed that?

[PoojaKumatkar]

Hi @Heather224 ,

With reference to your original query, you have mentioned that "Our company pays for all airfare, hotel and rental cars. ". If expenses are already paid by the company, then why do you want to add those expenses again in expense report? It is not required as you have not spent your own money for bookings. 

Expense report is only created for the expenses for which you have spent money from your pocket and want to reimburse it from company. In this case, payment type will be always selected as "cash" and whatever cash advance you have taken or added in report that will get knock off against that. And, in case the left-over amount which you have paid extra (extra amount other than cash advance) that amount will get reimbursed to you.

Example,

Cash Advance issues = USD 100

Miscellaneous = USD 250 (spent from your pocket)

Total Expense Report Total = USD 250 

Total expense report - Cash Advance 

250 - 100 = 150 (Amount to be reimbursed from Company)

If this answers your query, then please mark solution as accepted.  

[jps]

Hey Pooja, sorry to bring another situation to this topic but I am not finding answers for this. My case is a little different: 

• Report Total: $8,433.36
• Cash Advance: $1,284.75
• Total Cash/personal CC expenses + Cash Advance: $5,918.63
• Report Total – Amount Due Company Card – Cash Advance: $4,633.86 (this is what system is reimbursing the employee)
• All Expenses Cash/Personal Card excluding Daily Allowances: $4,422.36 (this is what should be reimbursed instead, system is paying more)

Do you have any idea whats causing this behavior?

Thanks!

[PoojaKumatkar]

Hi @jps ,

Something is wrong in your example. Can you please provide a complete screenshot of your expense report where I can see cash advance attached, report total, all expense entries with its amount. Then it will be helpful for me to check. 

I am not able to understand how your report total become $8,433.36, if your total cash/personal CC total is $5,918.63.

For me here calculation is very easy, and system is calculating correct amount. 

Total Cash Advance	($1,284.75)	Subtract
Total Cash and personal CC expenses	$5,918.63
Total due to Employee	$4,633.88