You enter the advance via the travel expense manager and save the employee trip with the trip status Travel request approved. It is important to be sure that the cash indicator is not activated when this is done. The system approves the travel request and settles it. The next time that settlement results are transferred to data medium exchange, the advance is paid.

With the data medium exchange program, you can send the transfer data to the respective house bank. After the respective house bank has confirmed the correct transfer, you only have to post the total for this house bank manually to Financial Accounting.

For greater clarity, the following scenario assumes that when posting to data medium exchange, only one trip for one person has been transferred.

You have to post advances that are paid via data medium exchange manually. When the travel request settlement results are transferred to Accounting, the advance is posted in Financial Accounting.

After the trip, you supplement the missing trip facts for the travel request and save the trip with the trip status Trip completed. The system approves the trip and settles it. The next time that settlement results are transferred to data medium exchange, the travel expenses, less the advance, are paid.

You have to post the travel expenses, paid via data medium exchange, less the amount of the advance, manually. When the travel expenses results are transferred to Accounting, the travel expenses are posted in Financial Accounting.

You can choose this scenario directly in Customizing in the view: Posting and payment of advances.

If you want to use this scenario in your company, you have to make the following system settings in Expert Mode of Feature TRVCT:

Position 2 refers to advances without cash indicator.

Position 7 refers to advances with cash indicator.