Create Advances

Zoho ERP provides you with multiple ways to create advances, making it easy to request and record your advances. You can choose the method that best fits your workflow, whether you are requesting advance, recording advance, and so on.

Record the Advance Received

If Advance Approval is not enabled in your ERP organization, you can record the advance you receive from your organization and apply it to your reports. Here’s how:

• Go to Travel and Expense module on the left sidebar.
• Click Advances.
• Click + Record Advance in the top right corner of the page.
• Fill in the details in the following fields.
• Amount: Enter the advance amount received.
• Date: Enter the date at which you received the advance.
• Paid Through: Select the account through which you had received the advance.
• Reference#: Enter the reference number of the advance if any.
• Attachment: Add any attachment or documents if any.
• Notes: Add additional information as notes if required.
• Apply to Trip: If you want to apply this advance to a trip, select a trip from the Apply to Trip dropdown. You can also record advances from your trip requests.
• Click Record Advance.

Request an Advance

If Advance Approval is enabled in your organization, you need to request advance and wait for approval. Once your approvers approve the advance, you can apply them to your reports. To request an advance:

• Click Travel and Expense on the left sidebar.
• Click Advances.
• Click + Request Advance at the top right corner of the page.
• Fill in details in the following fields: Amount, Date, Paid Through account, Reference#, Attachments, Notes, and Customer.
• If you want to apply this advance to a trip, select a trip from the Apply to Trip dropdown. You can also request advances from your trip requests.
• Click Request Advance. Your request will be sent to your approvers. Once the advance gets approved, you can apply it to your report.

Record Advances in Reports

Employees can also record the advances they’ve received from the Reports module. Here’s how:

• Click Travel and Expense on the left sidebar.
• Click Reports.
• Select a report in Draft, Recalled, or Rejected status.
• Navigate to the ADVANCES & REFUNDS tab.
• Click Record Advance.
• Enter the amount you want to add as an advance.
• Click Record Advance. The advance will be applied to your report. All the advances that you record will be listed in the ADVANCES & REFUNDS tab of your report.

Record Advances in Trips

If Advance Approval is not enabled in your organization, you can record the advance you receive from your organization in your approved trip request. Here’s how:

• Click Travel and Expense on the left sidebar.
• Click Trips.
• Select an approved trip for which you want to record advance.
• Navigate to the Advances tab.
• Click Record Advance.
• Enter the necessary details and click Record Advance.

Apply Advances to Expense Reports

You can apply the advances you’ve received to your reports. Once you apply an advance to a report, the advance amount will be deducted from the reimbursable total and the balance will be reimbursed to you.

To apply advances:

• Click Travel and Expense on the left sidebar.
• Click Trips.
• Select a report in Draft or Rejected status.
• Navigate to the ADVANCES & REFUNDS tab.
• Click the Apply Advance button.
• Select the advances you want to apply to this report.
• Click Apply Advance. The selected advances will be applied to the expense report.

Edit Advances

If you want to make changes to an existing advance, you can edit it. Here’s how:

• Click Travel and Expense on the left sidebar.
• Click Trips.
• Select the advance that you want to edit.
• Click Edit in the top right corner of the page.
• Make the necessary changes.
• Click Record Advance. Your advance will be updated. If your advance has already been applied to an expense report, the changes will be reflected in the expense report.