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Purpose

Use Expense Management to control job, consolidated, and non-job operational advances and settlements, including purpose, responsibility, evidence, approval, disbursement, actual expenses, return/reimbursement, and outstanding balance.

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Preconditions

  • The user has the appropriate Expense Management access.
  • The responsible employee/department, office, job/activity, currency, exchange rate, and charge/account codes exist.
  • The expense is eligible for an advance rather than a vendor-bill workflow.
  • Purpose, estimate, required date, beneficiary, supporting evidence, and approval route are known.
  • Previous overdue advances have been reviewed according to policy.

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Workflow

  1. Create the correct Advance Voucher type in Draft.
  2. Complete details, approvers, and supporting evidence.
  3. Select Ask For Approval; approvers move the voucher to Approved, Need to Revise, or Rejected.
  4. Create the linked P/V for Advance Voucher, complete its approval, and post payment; the Advance Voucher becomes Paid.
  5. Create one or more linked Settlement Vouchers and record actual expenses/evidence.
  6. Submit the Settlement Voucher for approval and post the approved settlement.
  7. Process any unused-fund return or approved additional payment.
  8. Confirm the Advance Voucher becomes Settled with no remaining outstanding balance.
The process map distinguishes request approval, cashier disbursement, settlement, and final accounting closure.

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Step-by-step

1

Choose the advance type

Select job, consolidated, or non-job according to the business purpose.
2

Enter the request

Select office, responsible person/department, job/activity, purpose, date, beneficiary, currency/rate, amount, and charge details.
3

Attach evidence

Add the estimate, request, itinerary, operational instruction, or other required support.
4

Review and submit

Confirm classification, purpose, amount, currency, beneficiary, job, budget/policy, and approval route.
5

Confirm approval and disbursement

After approval, create/confirm Cashier Management > P/V for Advance Voucher. The balance remains outstanding.
6

Create the settlement

Select the matching job/consolidated/non-job settlement view and link the original advance.
7

Enter actual expenses

Record each expense with date, charge/account, amount, currency/rate, tax, and receipt/support.
8

Process the difference

Return unused funds or request approved reimbursement for excess actual cost.
9

Post and verify closure

Confirm settlement and cashier transactions reduce the advance balance to zero.

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Screenshots

No sanitized current-version Expense Management screenshots are stored in the repository yet.
Recommended captures: Advance list/New; advance header and lines; attachments; approval status; P/V link; Settlement Voucher; difference/balance; closed status.

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Result

The operational advance is authorized, disbursed, fully supported by actual expenses, balanced through return/reimbursement, posted correctly, and closed with no unexplained outstanding amount.

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Approval

Advance approval verifies business purpose, job/non-job classification, responsible party, amount, currency, timing, evidence, policy/budget, and prior outstanding advances. Settlement approval verifies linkage, receipts, charge/account/tax treatment, actual amount, and difference handling.

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Accounting Impact

The draft request has no direct impact. Posted disbursement normally increases employee/operational advance and decreases cash/bank. Posted settlement reclassifies the advance to supported expenses/job costs and tax accounts. Returns or reimbursements adjust cash/bank and the remaining advance balance.

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Common Errors

Last modified on August 14, 2026