Enter Advances

Field

Description

Batch

This field will be blank until the Advance is added to an Advance batch then the system will fill that batch number into this field.

Company

Select which Ditat Company this advance will come from. If you get daily advances imported from a fuel card company this will be filled in from the defaults you have set up for the account.

Advanced on

Select the date and time for this advance. If you get daily advances imported from a fuel card company this will be filled in using the time the advance was given.

Carrier

Select the Carrier this advance was for. If you get daily advances imported from a fuel card company this will be filled in using Reference field 5 and matching that to a fuel card number for a Driver.

Driver

Select the Driver this advance was for. If you get daily advances imported from a fuel card company this will be filled in using Reference field 5 and matching that to a fuel card number for a Driver.

Vendor

Select the vendor this advance was for. Vendor advances will not automatically be linked in daily imports.

Truck

Select the Truck this advance was for. If you get daily advances imported from a fuel card company this will be filled in using the Unit Id from the notes and if that matches a truck in the system that truck will be added automatically.

Trailer

Select the Trailer this advance was for.

Trip

Notate which Trip the advance should be associated with here.

Location

Enter location information for this advance. If you get daily advances imported from a fuel card company this will be the location the advance was given.

Reference numbers

Enter reference numbers for this advance. If you get daily advances imported from a fuel card company these will be filled in from that company. Reference 5 on fuel advances should match to the Fuel Card number for a driver so the system can select drivers. Adding the Driver Id into Reference 2 will also match the money code advance to the Driver.

Note

Enter a note for this advance. If you get daily advances imported from a fuel card company this will be filled in by that company. Driver names and Unit Numbers are commonly found here. If the unit Id matches a Truck in the system that Truck will be added to the Advance.

Type

Select which type of advance you are giving. If you get daily advances imported from a fuel card company this will be filled in using the default settings you set for the account.

Description

Edit the Description- the description will be filled in from the Advance selected but you can edit the description to include more details if needed.

Quantity

Enter the Number of Units of Measure for this Advance. If you get daily advances imported from a fuel card company this will be filled in by that company.

UOM

Enter the Units of Measure for this Advance. If you get daily advances imported from a fuel card company this will be filled in by that company.

Rate

Enter the Rate for this Advance. If you get daily advances imported from a fuel card company this will be filled in by that company.

Advance

This will be the total of the Advance. This will be calculated by taking the Quantity times the Rate. If you get daily advances imported from a fuel card company this will be filled in by that company.

Reference

Enter any reference information for this line of the Advance. If you get daily advances imported from a fuel card company this will be filled in by that company.

Note

Enter any notes for this line of the Advance. If you get daily advances imported from a fuel card company this will be filled in by that company.

Driver/Carrier

If this box is checked there must be a Driver or Carrier selected. Check this box if there is a Driver or Carrier selected for this advance to link the Driver or Carrier to this advance. If you get advances daily from a fuel card company and a driver gets assigned this box will be checked.

Truck

If this box is checked there must be a Truck selected. Check this box if there is a Truck selected for this advance to link the Truck to this advance. This will link Fuel to the Truck for IFTA Reporting. If you get advances daily from a fuel card company and a Truck gets assigned this box will be checked.

Trailer

If this box is checked there must be a Trailer selected. Check this box if there is a Trailer selected for this advance to link the Trailer to this advance.

Export

If this box is checked then this line of the Advance will be exported to an integrated Accounting software.

Deduct

If this box is checked then this line of the Advance will be Deducted from the Driver or Carrier assigned. If this box is checked then this line of the Advance will be sent to the Apply Advances screen to choose how to deduct the Advance. For more information on Applying Advances click here.

IFTA

Check this box to apply the amount of Gallons towards IFTA fuel purchase records.