Process Advances

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Process Advances is used to create and send batches of advances through the system for payment.
Toolbar.

Button	Description
New Batch	Creates a new batch using advances that are waiting in the queue.
Add Advances	Pulls any remaining queued advances into the current batch.
Post	Submits the batch of advances for payment.
Reverse	Reverses the posting of a batch so it can be edited.
Delete	Deletes the batch and returns the advances to the queue to be added to a new batch.

General

Field	Description
Batch Id	Automatically generated by the system when a new batch is created. You can type an existing Batch ID into this field to open a previously created batch.
Posted	Checked if this batch has been posted.
Created by	Displays the user who created this batch.
Pay by	Displays the company account being used for this batch
Date	The date the batch was created.

Totals/Description

Field	Description
Count	The number of advances included in this batch.
To export	The total amount to be exported to the accounting software.
To deduct	The total amount to be deducted from the driver.
Grand total	The total monetary value of all advances in this batch.
Description	Details about the advance batch, including company, account, type, and date.

Understanding the Batch Description

The description field provides information about the source and type of advances in the batch. For example, a typical EFS fuel card batch description looks like this:

Fuel card advances. Imported from EFS file: EFS_999999_110_20190527.dat

This breaks down as follows: the transaction is imported from EFS, the account number is 999999, the transaction type is Fuel Cards (110), and the advance was from the date 05-27-2019.

Note: EFS file types are 110 for fuel card advances and 150 for money code/check advances.

Advances

This section displays all advances included in the batch for review. Use Select All or check individual boxes next to Advance IDs to select advances for removal from the batch. Click Refresh to update any advances you have edited using the pencil icon next to the Advance ID.

Field	Description
Reference ID columns	Auto-filled with information from the cash advance provider.
Driver / Carrier	Must be completed for advances to be deducted from the correct party.
Truck / Trailer	Must be completed to track advances to assets for IFTA and other reporting purposes.
Items	Indicates how many individual charges are included in that advance.
To Export	The amount that will be sent to accounting for this advance.
To Deduct	The amount that will be deducted from the driver or carrier for this

Trip Linking

When advances are imported, the system will automatically attempt to link each advance to the trip the payee was on at the time the advance was given. When the batch is posted, the system will recheck these trip links to ensure they are still accurate. The linked trip will then appear as the suggested trip on the Apply Advances screen.

Tip: Before posting, verify that all advances are correctly linked to a driver or carrier. If a payee was not on a trip at the time of the advance, no trip will be suggested on the Apply Advances screen — these will need to be manually assigned to a trip or set up as a deduction.

Posting

Once all advances in the batch are linked to a driver or carrier and ready to process, click Post to submit the batch for payment.

Tip: Before posting, review the To Export and To Deduct totals to confirm they are correct. Any advances with errors can be edited using the pencil icon before posting.