Advance Statements

Advance Statement is a document that confirms the expenditure of funds by a person entrusted with them in advance, i.e., as an advance payment, to fulfill a specific official assignment, such as a business trip or procurement of goods or services.

Required Setup

Before working with Advance Statements, you need to configure the settings on the Purchases & Payables Setup page and create a responsible person.

1. Click the button to open the Search function and enter Purchases & Payables Setup, then click on the corresponding link.
2. On the Number Series tab, set the value in the Advance Statement Nos. field.
3. On the Advance Statement tab, set the values for the Adv. Stmt. Vendor Posting Gr., Adv. Stmt. Gen.Bus. Posting Gr, and Adv. Stmt. VAT Bus. Posting Gr fields.

Creating a Responsible Person

1. Click the button to open the Search function and enter Employees, then click on the corresponding link.
2. Open the card of the required employee and click Actions > Functions > Create Responsible Employee.
3. A card for the responsible person will be created similar to the employee card.

Note From the responsible employee card, you can view Purchase Advance Statements, Posted Purchase Advance Statements, Vendor Ledger Entries, and other information related to this responsible employee.

Creating an Advance Statement

To create an Advance Statement, follow these steps:

1. Click the button to open the Search function and enter Purchase Advance Statements, then click on the corresponding link.
2. Click New to create a new document.
3. Fill in the following fields:

Field	Description
Employee No	Specifies the employee code for which the Advance Statement is being created. This field will be automatically populated if the Advance Statement is created from the responsible person's card. If you need to change an employee in the Purchase Advance Statements, select another reporting person in the Employee Code field. After selecting an employee, a directory of responsible person with the type - Responsible person will open, where you can select the desired person. When changing the responsible person, the system automatically updates information about the vendor and payee without additional requests to avoid data discrepancies.
Person Document Type	Specifies the document that verifies the identity of the responsible person.
Advance Purpose	Specifies the purpose of issuing the advance to the responsible person, such as a business trip.
Posting Date	Specifies the date on which this Advance Statement will be posted.
Document Date	Specifies the date of document creation.
Agreement No.	Specifies the contract if the settlement with the responsible person is made within the framework of an agreement.
Travel Order No.	Specifies the travel order number associated with the purchase header.
Travel Order Date	Specifies the travel order date associated with the purchase header.
Lines Tab
Type	Specifies the type of expense line. It can be General Ledger Account, Item, Resource, Service, Fixed Assets, or Responsibility.
No.	In this field, select the corresponding general ledger account, item, Fixed Assets, Empl. Purchase, Service, or resource, depending on the selected Type.
Purchase Entry No.	Specifies the vendor's entry number for the selected number in the No. field for the Empl. Purchase line type. The selection can be made from the Vendor Ledger Entries and is limited by records marked as "Open" for the selected Vendor code only.
Purchase Document No.	This field will be automatically populated after selecting the entry in the Purchase Entry No. field.
Purchase Document Date	This field will be automatically populated after selecting the entry in the Purchase Entry No. field.
Description	This field will display the description of the line based on the selected type and number of the Advance Statement line.
Location Code	Specifies the location code to which the item will be posted if the line type is Item.
Employee No	Specifies the code of the employee who is the responsible person for this line if the line type is Fixed Assets.
Quantity	Specifies the quantity of the corresponding item based on the selected line type and number of the Advance Statement line.
Unit of Measurement Code	Specifies the unit of measurement code for the item if the line type is Item.
Direct Unit Cost Excl. VAT	Specifies the direct cost per unit (excluding VAT) for the selected line type and number of the Advance Statement line.
Deferral Code	Specifies if required, the deferral template that sets how expenses paid with this advance statement document are deferred to the different accounting periods when the expenses were incurred.This field is used in combination with the Deferral Schedule function from the Advance Statement Line Fast Tab, allowing expenses to be distributed over periods according to the selected schedule.
Statement Tab
No. of Documents	Specifies the number of documents accompanying the Advance Statement. This information is used only in the printed form of the Advance Statement.
Applies-to Doc. Type	Specifies the document type to which this Advance Statement should be applied.
Applies-to Doc. No	Specifies the document number to which this Advance Statement should be applied.

You can view the posted Advance Statements on the Posted Purchase Advance Statements page.

From the non-posted and posted Advance Statement documents, you can print a standard form called Report on the Use of Funds Issued for Travel or Reporting by clicking Print.

For advance statement lines with the Empl. Purchase type, it is possible to make application on posting in a currency different from the currency in which the Purchase Invoice was created. To enable this functionality, in Purchases & Payables Setup, set Appln. between Currencies = All, and in the advance statement header, select the required currency code in the Currency Code field.

Advance statement approval process

1. Configure the purchase invoice approval workflow. Set up the necessary event conditions: Document Type = Invoice, Status = Open, Empl. Purchase = Yes.
2. In the open Advance Statement document, click on the Request Approval > Send approval request buttons.
3. After successful approval, the status of the Advance statement will be changed to Released.