Enter Advances

Field

Description

Batch

Displays the batch number once this advance has been added to an advance batch. This field is blank until then.

Company

Select which Ditat company this advance will come from. For daily fuel card imports, this is filled in automatically from the account defaults.

Advanced on

Select the date and time for this advance. For daily fuel card imports, this is filled in using the time the advance was issued.

Carrier

Select the carrier this advance was for. For daily fuel card imports, this is matched using Reference Field 5 against the driver's fuel card number.

Driver

Select the driver this advance was for. For daily fuel card imports, this is matched using Reference Field 5 against the driver's fuel card number.

Vendor

Select the vendor this advance was for. Vendor advances are not automatically linked during daily imports.

Truck

Select the truck this advance was for. For daily fuel card imports, this is matched using the Unit ID from the notes field — if it matches a truck in the system, the truck is added automatically.

Trailer

Select the trailer this advance was for.

Trip

Select the trip this advance should be associated with.

Location

Enter the location for this advance. For daily fuel card imports, this is filled in with the location where the advance was issued.

Reference numbers

Enter reference numbers for this advance. For daily fuel card imports, these are filled in by the fuel card provider. Reference 5 should match the driver's fuel card number so the system can auto-select the driver. Adding the Driver ID in Reference 2 will also match a money code advance to the correct driver.

Advance Line Item Fields

Note

Enter a note for this advance. For daily fuel card imports, this is filled in by the fuel card provider. 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 automatically.

Type

Select the type of advance. For daily fuel card imports, this is filled in using the default settings configured for the account.

Description

The description is auto-filled from the advance type selected but can be edited to include additional details.

Quantity

Enter the number of units of measure for this advance. For daily fuel card imports, this is filled in by the fuel card provider.

UOM

Enter the unit of measure for this advance. For daily fuel card imports, this is filled in by the fuel card provider.

Rate

Enter the rate for this advance. For daily fuel card imports, this is filled in by the fuel card provider.

Advance

The total advance amount, calculated as Quantity × Rate. For daily fuel card imports, this is filled in by the fuel card provider.

Reference

Enter any reference information for this advance line. For daily fuel card imports, this is filled in by the fuel card provider.

Note

Enter any notes for this advance line. For daily fuel card imports, this is filled in by the fuel card provider.

Advance Line Item Checkboxes

Driver/Carrier

Check this box to link the selected driver or carrier to this advance line. A driver or carrier must be selected if this box is checked. For daily fuel card imports, this is checked automatically when a driver is assigned.

Truck

Check this box to link the selected truck to this advance line. A truck must be selected if this box is checked. Linking a truck enables fuel to be tracked for IFTA reporting. For daily fuel card imports, this is checked automatically when a truck is assigned.

Trailer

Check this box to link the selected trailer to this advance line. A trailer must be selected if this box is checked.

Export

Check this box to include this advance line in exports to integrated accounting software.

Deduct

Check this box to deduct this advance line from the assigned driver or carrier. When checked, this line will appear on the Apply Advances screen for deduction processing. For more information on Applying Advances click here.

IFTA

Check this box to apply the gallons amount on this line toward IFTA fuel purchase records.