How to reconcile cash advance in the following scenarios.
1. Cash advance where we have an under spend. ( employee does not have any future claim to offset)
2. Cash advance where we have over spend and need to refund the employee.
3. Where actual amount advanced was fully spend.
@anne6933221 see my replies in red below.
1. Cash advance where we have an under spend. ( employee does not have any future claim to offset) The employee should submit an expense entry using the Cash Advance Return expense type. If this expense type is not available, it means your company configured your site to allow for Cash Advance Carry Forward. This carries forward the outstanding balance and on the next expense report, the user needs to associate the Cash Advance with a remaining amount to the report. They will add out of pocket expenses to the report. If the amount of the out of pocket expenses matches or exceeds the amount of the Cash Advance balance, then the employee is all square. If not, they repeat the steps of creating new reports and associating the Cash Advance to the report, adding out of pocket expenses until they have used up the entire amount. If the system is not set up to carry forward and an employee tries to submit a report where they have an outstanding Cash Advance balance showing, they will receive a red hard stop exception telling them to submit the Cash Advance Return using the Cash Advance Return expense type.
2. Cash advance where we have over spend and need to refund the employee. If the employee enters out of pocket expenses that exceed the amount of the cash advance, they would be reimbursed for whatever the overage is. The same as if they didn't have a cash advance, but entered out of pocket expenses to the expense report. Going over the amount is essentially the same as not having a cash advance associated to the report.
3. Where actual amount advanced was fully spend. No action needed by anyone. Cash Advance will show as fully used.