Following is a simple way to cut an advance check to an employee and have it offset the expense report for that employee when submitted.
1. Go to Accounting/Employee Expenses/Payment Processing
2. Click New and Choose “Manual” in the Process Type field
Click the image to get an expanded view
3. Click on the Employee Review tab
4. Use the Search option to find the employee that you want to give an advance to
5. Enter the Advance Amount in the field on the lower left side of the screen
6. Select the proper Bank Code to write the check from
7. If there are any available expense reports for this employee, make sure none are selected
Click the image to get an expanded view.
8. Click on the “Process Checks” button at the top of the screen
9. Preview and print the check, assign the number, and post. Note, if this employee was set up to receive EFT, follow the EFT processes as required.
10. The advance posts to an asset account called “Travel Advances.”
11. When the employee enters his/her expense report including the Amount Advanced, the amount of the advance is reduced from the amount due to the employee.
About the Author
Nedra Roberson, Vision Consultant/Trainer
Nedra Roberson joined the BCS ProSoft team in January of 2012. She has been a Vision consultant/trainer since April 2004 providing training for clients using Advantage and Vision software. She has been responsible for the successful training and implementation for firms ranging in size from as few as 15 persons to 350 persons. Prior to this, she worked as the finance manager for a civil engineering/architecture firm. In January of 2003, this firm was one of the first, nationwide, to go live with Vision.
Nedra has been married to Dave for 37 years. They have two sons, both served with the U. S. Marine Corps in Afghanistan, Pakistan, Somalia and Iraq. Four year old granddaughter, Taylor, brings new meaning to “staying busy”!
