> ## Documentation Index
> Fetch the complete documentation index at: https://docs.jadenet.id/llms.txt
> Use this file to discover all available pages before exploring further.

# Expense Management

> Request, approve, disburse, settle, and close operational advances using the standard business-page format.

## 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.

## 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.

## 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.

```mermaid placement="top-right" theme={null}
%%{init: {'flowchart': {'defaultRenderer': 'elk'}}}%%
flowchart LR
    A([Advance Voucher: Draft]) --> B[Complete details and approvers]
    B --> C[Ask For Approval]
    C --> D{AV approved?}
    D -- No --> E[Revise or reject AV]
    E --> B
    D -- Yes --> F[Create P/V for Advance Voucher]
    F --> G[Approve Payment Voucher]
    G --> H[Post payment]
    H --> I[Advance Voucher: Paid]
    I --> J[Create Settlement Voucher]
    J --> K[Record actual expenses and evidence]
    K --> L[Ask For Approval]
    L --> M{SV approved?}
    M -- No --> K
    M -- Yes --> N[Post Settlement Voucher]
    N --> O([Advance Voucher: Settled])

    classDef start fill:#714B67,stroke:#56364E,color:#FFFFFF;
    classDef work fill:#EFE6ED,stroke:#714B67,color:#2F2933;
    classDef approval fill:#F8E6A0,stroke:#B8860B,color:#3B2E00;
    classDef finance fill:#D8F1EF,stroke:#00A09D,color:#123B39;
    classDef done fill:#D9EED8,stroke:#4F8A4C,color:#183817;
    classDef exception fill:#F5D8DC,stroke:#B54A59,color:#4A1720;
    class A start;
    class B,F,I,J,K work;
    class C,D,G,L,M approval;
    class E exception;
    class H,N finance;
    class O done;
```

## Step-by-step

<Steps>
  <Step title="Choose the advance type">Select job, consolidated, or non-job according to the business purpose.</Step>
  <Step title="Enter the request">Select office, responsible person/department, job/activity, purpose, date, beneficiary, currency/rate, amount, and charge details.</Step>
  <Step title="Attach evidence">Add the estimate, request, itinerary, operational instruction, or other required support.</Step>
  <Step title="Review and submit">Confirm classification, purpose, amount, currency, beneficiary, job, budget/policy, and approval route.</Step>
  <Step title="Confirm approval and disbursement">After approval, create/confirm **Cashier Management > P/V for Advance Voucher**. The balance remains outstanding.</Step>
  <Step title="Create the settlement">Select the matching job/consolidated/non-job settlement view and link the original advance.</Step>
  <Step title="Enter actual expenses">Record each expense with date, charge/account, amount, currency/rate, tax, and receipt/support.</Step>
  <Step title="Process the difference">Return unused funds or request approved reimbursement for excess actual cost.</Step>
  <Step title="Post and verify closure">Confirm settlement and cashier transactions reduce the advance balance to zero.</Step>
</Steps>

## Screenshots

<Note>No sanitized current-version Expense Management screenshots are stored in the repository yet.</Note>

Recommended captures: Advance list/New; advance header and lines; attachments; approval status; P/V link; Settlement Voucher; difference/balance; closed status.

## 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.

## 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.

## 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.

## Common Errors

| Error                                    | Resolution                                                       |
| ---------------------------------------- | ---------------------------------------------------------------- |
| Job advance entered as non-job           | Correct classification before approval/disbursement              |
| Wrong responsible person/beneficiary     | Correct before cashier processing                                |
| Settlement not linked to advance         | Select the original approved advance                             |
| Receipts/lines do not equal actual total | Reconcile each item and attachment                               |
| Difference not returned/reimbursed       | Complete the required cashier transaction                        |
| Voucher closed with balance              | Reopen/correct through the authorized process and reduce to zero |

## Related Functions

* [Approvals and posting](/workflow/approvals-and-posting)
* [Cashier Management](/modules/cash-and-bank)
* [Accounting and Finance](/modules/accounting)
* [Shipment lifecycle](/workflow/shipment-lifecycle)
* [Troubleshooting](/support/troubleshooting)