Creating an Advance

Refer to Using Advances for a list of field references.

Note: The Advance and Change Account options will only appear if the current user has check writing security privileges.

1. At the Vendor field, enter the Vendor ID for the vendor assigned to the advance.

Important: Once an advance has been entered, the vendor cannot be changed.

If you are uncertain of the vendorA vendor provides goods or services to a company. ID code, see Navigating Net Yield - Selecting a Vendor ID Code.

2. A Select An Advance window appears, displaying the following choices:

• New Advance – Select New Advance and the system will allow you add a new advance for the vendor.
• EXIT – Select EXIT and the system will leave this option and bring you back to the Payables menu.
• A list of previously entered advances for the vendor, with the following information:
  • The Advance number
  • The Advance date
  • The word "Advance" (indicating the transaction is an Advance)
  • The dollar amount of the Advance
  • The note/description entered in the Advance header

Important: Once an advance has been updated, it can be viewed by selecting it from the list, but it cannot be modified in any way.

3. (Optional) At the Note field, enter a description for this advance. This note will print on the advance orders and check stub.

4. At the Date field, enter the date of the advance.

5. At the Buyer field, enter the Buyer ID or press F3 to display a list of buyers to choose from.

6. (Optional) At the Invoice field, enter in the vendor's invoice number.

7. A single line entry appears called "Advance". Enter the appropriate dollar amount of the advance.

8. The following command options will appear:

• Change – Select Change to make changes to the advance amount.
• Header – Select Header to make changes to the header fields.
• Update – Select Update to save any changes.
• Exit – Select Exit to exit the Advance option.

9. When you select Update to save the advance, the following message line will appear: "Pay Advance of (total dollar amount) Now?" No/Yes:

• Select No if the dollar amount is incorrect, then select Change to enter the correct amount for the advance.
• Select Yes to update the advance.
• When you select Yes, a Select An Account to Disburse Funds From window appears, displaying the following options:
• EXIT – Select EXIT and the system will display a Select An Option window. Proceed to the next step.
• A list of all financial accounts designated for Use in Purchasing in the Accounts table.
  • Account Number
  • Cost Center
  • Account name
  • Type of Account (Cash or Checking)
• If you select one of the account numbers listed in the window, the system will issue the check used for the advance from this account number. If only one account has been designated for use in purchasing, that account will automatically display in the Account field and this selection window will not display.
• Enter the check number to use for the bank account selected. The next check number in your sequence will default in as the check number, or you can enter the word WIRE to record the payment without using a check number.
• Command options will appear to print the Advance based on the Purchasing Options completed PO options
  • Enter the alternate payee for the check if the Alternate Payee Override is set to Y (Y = Yes) in Payables Options.
  • Select Print Check to print the check (this option will only appear if the vendor does not have other unpaid transactions)

12. Command options will appear, allowing you to print or choose from a set of other print options. Select the desired printer.

Security Required : Payables - Checks