How to process a Cash Advance on an Expense Report

[agates4981]

Our company was under the impression that if a Travel Request that was approved and had a Cash Advance attached to the Request that when the Travel Request was linked to the Expense Report that the Cash Advance was also linked. 

However, we are getting conflicting information -- some users have said that they processed Cash Advances by only linked the Request but they recently had an Expense Report pay out where the Travel Request with the approved Cash Advance was not attached to the Expense Report. Our question is- If you link the travel request will it automatically link the cash advance or do you have to link both the travel request and the cash advance? Or is this a configuration set up by our company?

[PoojaKumatkar · Accepted solution]

Hi @agates4981 ,

It is depend upon how you create your expense report. Basically, there are 2 ways to create expense report linked with approved travel request.

1. Creating expense report from approved travel request - once your travel request and cash advance gets fully approved, you will see 'create expense report' button in your approved request. If you create expense report using this option, then your approved travel request and associated cash advance will automatically get linked with expense report and it will redirect you in expense module. It will also copy travel request related segment/expense entry information to your expense report. (If system is configured in that way.)

2.  Creating expense report directly from expense module - This way you have to manually create your expense report and attach approved request and approved cash advance. if you are only attaching request then it will not auto link your associated cash advance to your expense report. 

To add request: you can go to report details >> manage requests >> add request >> done

To add cash advance: you can go to report details >> manage cash advances >> add cash advance >> done.

Hope this would help you.

Thanks!

[agates4981]

@PoojaKumatkar Ahhh hah! That is super helpful and makes a lot of sense, thank you so much for your informative and detailed response.