An advance is money recorded for an employee before it is claimed back on an expense claim. The screen is Employee Advance. It is not in the Payroll list in the left navigation, and it is not a salary slip. Attendance and a published schedule do not create an advance.

Open it

Either:

• On Desktop, under Payroll, choose Employee Advance.
• Open the employee, then Connections, then Pay and expenses, then Advances, and click +. The tooltip says Add to advances.

The list is titled Employee Advances. Search with Search employee advances.... Columns are Employee, Posting Date, Amount, and Status. An empty list says it tracks salary advances and recovery schedules. New Employee Advance starts a record. From the employee’s +, the employee is already filled in.

A layout toggle can show List or Kanban. Kanban columns are Draft, Paid, Unpaid, Claimed, Returned, Partly Claimed and Returned, and Cancelled.

Create an advance

1. Click New Employee Advance.
2. Choose Employee.
3. Set Posting Date. It is required.
4. Enter Purpose. It is required.
5. Enter Advance Amount. It is required.
6. Set Currency if it should not stay USD, and Exchange Rate if it should not stay 1.
7. Click Create Employee Advance.

Paid Amount, Pending Amount, Claimed Amount, and Return Amount are shown and cannot be typed. Status is shown and cannot be typed. A new advance starts as Draft.

The notice says Employee Advance created. The button becomes Save. On a saved advance, Submit is available while it is still unsubmitted. The notice says Submitted.

What you should see

• Sections for Details, Amounts, Currency, and Status.
• Status values you can read: Draft, Paid, Unpaid, Claimed, Returned, Partly Claimed and Returned, and Cancelled.
• On the employee, the Advances line shows a count, and a chip such as 1 in draft when one is still a draft.

Use it on a claim

On an expense claim, open Advances, click Add Row, and choose this Employee Advance. Unclaimed Amount is required on that row.

An advance does not generate a salary slip, and marking a claim paid does not change the advance by itself.

What can go wrong

• Employee, Posting Date, Purpose, or Advance Amount is empty. The notice names the required fields.
• You look for Employee Advance under Payroll in the left navigation. It is not there. Use Desktop, or the employee’s Advances line.
• Status stays Draft after you submit if nothing else has updated the status field. Submit records the advance; it does not fill Paid Amount.
• Failed to load if the record cannot be opened.

Back to Expenses.