Whenever making use of cost administration, some employees want to obtain advance loan before preparing their business trips.
Let’s review those functionalities in a complete brand new tutorial.
Employee creation
Like we used to do, the initial thing is to produce a worker when it comes to appropriate entity (Human resources > Workers > Workers > New).
Then, you will have to produce a “Person” supplier, and choose “Use selected record” once you would be expected by the system that the provider exists when you look at the international target guide. It takes place only when you have dial the initial and final title precisely about the past setup.
Don’t forget to select a combined group for the supplier, and dial OK.
Get back to your worker, when you look at the hr module, to test owner account is affected in from the trouble tab > “Employee mapping and per diem rates”.
Then, assign the worker towards the user that is current the machine management module.
Workflow setup
You shall want to setup at minimum 2 workflows, and a 3rd one in choice. The workflows can be purchased in Expense management > Setup > General > cost administration workflows
Cost management setup
We now have not done when it comes to setup that is required. Get within the Expense management > Setup > General > cost administration parameters, and check always you’ve got filled the Ledger journal name that is daily. For publishing payday loans instantly, you could allow the option that is second red below.
Additionally you must ensure the money Advance (Expense management > Setup > General > advance loan accounts) makes up about the money associated with the appropriate entity is setup.
Additionally, a repayment technique is necessary (Expense management > Setup > General > repayment methods). Make sure to setup the “Offset account type” as “Worker”.
When making a cost line on a cost report, you will need certainly to choose a cost category like resort, food, Taxis, etc.
At very first, a provided category is necessary (Expense management > Setup > General > Shared categories).
Then, you need to be in a position to produce a cost category (Expense management > Setup > General > cost categories).
The important things right here is to create the “Default payment method” because of the repayment technique setup formerly. You’ll want to include it into the beginning in the “Allowed repayment methods”.
Now we’re prepared to produce a full advance loan situation.
Cash loan situation
Let’s get. Within the cost management > My expenses > payday loans, you are able to produce a brand new advance loan|cash that is new} for a sum of 500 USD as an example.
Then, submit it into the workflow.
Note the bucks advance is currently submitted.
There is the money improvements become approved in price management > Process money advances > Cash advances for my review.
You will be able to “Pay and transfer” to the worker, from Expense management > Process cash advances > Approved cash advances after it’s done.
An infolog is produced which suggests the ledger log deal (which was autoposted for those who have allow the checkbox when you look at the international cost parameters, see previously).
Let’s take a glance from the ledger account deal (General ledger > Journal entries > General journals) to test every thing happens to be posted right here. The money advances account happens to be debited additionally the merchant could be the offset account. You can check in the voucher transaction (General ledger > Inquiries and reports > Voucher deals).
And… it is done when it comes to cash loan movement. Let’s observe how to utilize it when making a cost report.
Creation of a cost report
My worker Bernard Minet require now to generate a cost report. Head to Expense administration > My expenses > Expense report and feel liberated to produce a unique one.
Include lines, by selecting cost categories formerly setup. Give consideration, an offset must be had by the default payment method setup to worker when I stated early in the day.
Submit the cost are accountable to the workflow (expense report workflow).
The trouble report in now in review.
The workflow should also be authorized by the approver (myself once again because of this demo). Think it is under cost management > Process expense reports > Expense reports in review.
Because I’ve got an “Expense report automobile posting” workflow setup, the Bernard Minet cost report happens to be authorized, after which autoposted therefore the status associated with cost report is “Processed for payment”.
To make sure, you should check your workflow history execution under Common > Inquiries > Workflow > Workflow history. Here you’ll understand 3 workflows are performed sequentially.
Let’s return to the money advance (cost management > My expense > Cash improvements).
Start it, and you may take a glance from the stability, which suggests the money advance quantity without the present cost report that has been taken into consideration.
Within the voucher deals, you’ll check always all things are additionally taken into consideration, that will be right here. 170 USD have already been deducted through the cash loan account, because of the offset split regarding the 2 groups utilized (automobile rental and resort).
Cost movement through the use of posting that is manual
I’ve said earlier in this article the 3rd workflow ended up being maybe not mandatory. Let’s inactive it to look at effect.
We first create an expense report, add an expense categorie, a date and a cost, and then submit it to the workflow as we did before.
After approving the workflow, we notice right here the status is updated to “Approved” as opposed to “Processed for payment”. That’s since the last workflow is maybe not active anymore.
Therefore, get now to cost management > Process expense reports > All expense states. Right here you are able to upload the cost report manually : it is mandatory if you’d like to create the ledger deal and also influence the money advance become deducted.
As you care able to see, the trouble report is currently updated to your last status “Processed for payment”.
That’s all for the time being, but we’ll see return functionality in the future.
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