Advances Operations

In this help document, you’ll learn the actions you can perform to manage advances in your Zoho ERP organization.

The actions are classified into:

• Management Actions
• List View Actions
• Share Actions
• Other Actions

Management Actions

The management actions let you manage the lifecycle of a purchase receive after they are created, helping you maintain accurate and up-to-date records.

Edit Advances

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

• Go to Travel and Expense on the left sidebar.
• Navigate to the Advances tab.
• 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. The advance will be updated. If the advance has already been applied to a report, the changes will be reflected in the report.

Delete Advances

If an advance was created by mistake and is no longer required, you can delete the advance to remove it permanently from your records.

To delete and advance:

• Go to Travel and Expense on the left sidebar.
• Navigate to the Advances tab.
• Select the advance you want to delete.
• Click the More button in the top right corner of the page.
• Select Delete from the More dropdown.
• In the pop-up, click Delete again.

Record Full Advance Return

An advance can be fully returned when it is not used. For example, an advance may be fully returned if it was issued by mistake, if the employee no longer requires it, or if a planned trip or project gets cancelled.

Here’s how you can void an advance:

• Go to Travel and Expense on the left sidebar.
• Navigate to the Advances tab.
• Select the advance that you want to return fully.
• Click the More icon in the top right corner.
• Select Record Full Return.
• Select the Date, Returned to account, and provide a Reason for returning the advance.
• Click Save.

List View Actions

The list view actions let you organize and customize how advances are displayed, making it easier to find and review the information you need.

Sort Advances

You can sort advances based on different fields. Here’s how:

• Go to Travel and Expense on the left sidebar.
• Navigate to the Advances tab.
• Click the More icon in the top right corner.
• Click the field based on which you want to sort.

Refresh List

Sometimes, other employees of your organization may create new advances or modify existing ones. As a result, you may not have the latest list of advances. You can refresh to get the most up-to-date list. Here’s how:

• Go to Travel and Expense on the left sidebar.
• Navigate to the Advances tab.
• Click the More icon in the top right corner and select Refresh List.

Share Actions

The share actions let you use advance information outside Zoho ERP or share it with vendors when required.

Print Advances

Here’s how you can print an advance.

• Click Travel and Expense on the left sidebar.
• Navigate to the Advances tab.
• Select the advance that you want to print.
• Click the More button in the top right corner of the page.
• Select Print from the dropdown.
• Click Print again on the page that appears.

Download as PDF

Here’s how you can download an advance as PDF.

• Click Travel and Expense on the left sidebar.
• Navigate to the Advances tab.
• Select the advance that you want to download as PDF.
• Click the More button in the top right corner of the page.
• Select PDF. The advance will be downloaded as PDF to your device.

Export Advances

Advances can be exported in two formats:

• CSV - Comma Separated Value
• XLS (XLSX) - Microsoft Excel To export advances:
• Go to Travel and Expense on the left sidebar.
• Navigate to the Advances tab.
• Select the advance that you want to export.
• Click the More button in the top right corner of the page.
• Select Export from the More dropdown.
• Select the format in which you want to export the advance.
• Check the Include Sensitive Personally Identifiable Information (PII) while exporting box if the advance contains personally identifiable information.
• If you want to secure the purchase requests with a password, check the I want to protect this file with a password option and provide a Password.
• Click Export to export the data into your device.

Export Current View

If you’ve filtered advances or rearranged, shown, or hidden columns, then you can export the current view. Here’s how:

• Click Travel and Expense on the left sidebar.
• Navigate to the Advances tab.
• Click the More icon in the top right corner.
• Select Export Current View.
• Choose the Export File Format. You can choose from CSV, XLS, and XLSV.
• Enter the File Protection Password if you want to protect the export file.
• Click Export.

Other Actions

Other actions include additional options that support reviewing, documenting, and maintaining records in this module.

Remove Advances From Reports

If you’ve applied a wrong or irrelevant advance to a report, you can remove that advance from the report. However, you cannot remove advances from reports that are in Awaiting Approval, Approved, or Reimbursed status.

To remove advances from a report:

• Click Travel and Expense on the left sidebar.
• Navigate to the Reports tab.
• Click the report from which you want to remove the advance.
• Navigate to ADVANCES & REFUNDS tab.
• Click the More icon at the right corner of the advance you want to remove.
• Select Remove Advance.
• Click Remove. The advance will be removed from the report and will be listed as an unreported advance.

Remove Advances From Trips

You cannot remove advances from your trip requests. However, you can delete the advances associated with your trip requests. Once you delete the advances, you cannot retrieve them. If approval is enabled for the advances in your organization, you will not be able to delete the approved advances.