Process Advances
Process Advances is used to send batches of advances through the system.
To access tab: Rate & Pay -> Process Advances
Click here for information on how to use a data entry window.
Toolbar
There are multiple unique options in the toolbar for advances.
Button | Description |
New Batch | This will create a new batch of advances that are waiting in the queue. |
Add Advances | This will pull any remaining advances into the batch for processing. |
Post | This will submit the advances to be paid out. |
Reverse | Will reverse the posting of the batch so that the batch may be edited. |
Delete | Will delete the batch sending the advances back in to the queue to be put back into a new batch. |
General
Field | Description |
Batch Id | Batch Id can be up to 25 characters in length and should be unique within the system. If you enter an Id that already exists in the system, the batch record will be pulled from the system and can be edited. Otherwise, a new batch record can be created. |
Posted | If the batch has been posted the box will be checked. |
Created by | Which user created the batch. |
Pay by | This shows which company account are you working with for this batch. |
Date | The date that batch is created. |
Totals/Description
Field | Description |
Count | The number of advances in this batch. |
To export | The amount to be exported to the accounting program. |
To deduct | The amount to be deducted from the Driver. |
Grand total | Monetary total of advances for this batch. |
Description | Information on the advance details such as Company, Account, Type, and Date. |
Advance batch description
The following is a normal Fuel card description from EFS. Fuel card advances. Imported from EFS file: EFS_999999_110_20190527.dat This description will show you what type of transactions this is for "Fuel Cards" who it was imported from "EFS". It will also show the Account "999999" Type of Advance file"110" and the date of the advances "20190527". EFS files are 110 - Fuel Cards or 150- Money Code/ Check advances.
Advances
In this section you can review the advances that are to be processed. At the top you may "Select all" or check the boxes next to the Advance Id to gather the desired advances to delete from the batch if needed. Selecting the "Refresh" will update any advances in the batch that you have edited by using the pencil symbol next to the Advance Id.
The Reference Id columns will be auto filled with information from the cash advance company. The Driver/ Carrier section needs to be completed in order for advances to be deducted from the appropriate parties. The Truck/ trailer would needs to be filled to track the advances to the assets for IFTA tracking as well other tracking interests.
Next, the 'Items' column will indicate how many different charges come over in that advance. The "To Export" column will show the amount to be sent to accounting. The "To Deduct" column will show the amount that has been selected to deduct from the driver or carrier for each advance.
Posting
Once you have gathered the advances that are ready to process and all advances are linked to a driver you are ready to post the batch to be processed.
Before choosing to post, you may want to take this time to double-check that 'to export' and 'to deduct' look correct. If not, you may edit any advances with a mistake.