Advance via Cash Office (Manual Posting)
Advance via Cash Office (Manual Posting)
Scenario Process Flow
The cash office pays an employee an approved amount and posts the advance manually using Post documents to financial accounting.
After the trip, you supplement the missing trip facts and, for documentary (history) purposes, the advance paid by the cash office (for example, via travel expense manager or fast entry). You save the employee trip with the trip status Trip completed.
When entering advances in the Maintain Trip Data: Advances screen, you should set the cash indicator. This documents payment of the advance by the cash office.
When you save the advance in the entry screen Maintain Trip Data: Advances, the system locks these lines to prevent further changes. This makes history management possible. You can now only change the advance by adding further advances.
The system approves the trip and settles it. The next time that settlement results are transferred to Accounting, the trip expenses are posted in Financial Accounting.
During the next payment run in Financial Accounting, the relevant accounts are balanced and the remaining travel expenses are reimbursed to the employee by bank.
Overview of postings
Figure: Overview of Posting for Advance Payment via Cash Office, with Manual Posting of Advance to Financial Accounting
Note for Customizing
You can choose this scenario directly in Customizing in the view Posting and payment of advances.
Note for Customizing (expert mode)
If you want to use this scenario in your company, you have to make the following system settings in Expert Mode of Feature TRVCT:
|
R line |
||
Position |
Entry |
Meaning |
2 |
0 |
The system does not consider the advance in travel expenses |
7 |
0 |
The system does not consider the advance in travel expenses |
Position 2 refers to advances without cash indicator.
Position 7 refers to advances with cash indicator.
