Manually Reconcile Cash Advances

Purpose:  Use this document to reconcile cash advances against an expense report where the employee did not use the entire advance.  This employee gave you a check to reimburse the company for the difference between their expenses and their cash advance.

Audience:  Finance Staff/Expenses.

You must have at least one of these local college managed security roles:

  • ZZ Expenses Processing

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

A Cash Advance is 'Automatically' reconciled when it is fully applied to an Expense Report. Once the Cash Advance is applied to the Expense Report and the Liabilities have been posted, you need to run the Expense Process Advance Reconciliation to update the status of the Cash Advance to ‘Reconciled’.

Cash Advances only need to be 'Manually Reconciled' if they are not fully used or not used at all.

Manually Reconcile Cash Advances

Navigation: Travel and Expenses > Manage Accounting > Reconcile Cash Advance

  1. The Cash Advance Reconciliation search page displays.  Enter Advance ID number if you know it; otherwise select Advance Search and provide different criteria to find the Advance ID. To refine results, optional to use the Search by: Advance Description, Advance ID, Advance Status, Creation Date, Empl ID, or Name.
  2. Select the Search button.
  3. The Reconcile Cash Advance Report page displays. Use it to reconcile a cash advance. You can compare the cash advance against a submitted expense report.  
  4. Use the Accounting Date field to enter the accounting date for Expenses to use to generate new accounting entries for cash advances reconciled through an expense report.
  5. If the cash advance is associated with an expense report, the Associated Expense Reports grid displays the expense Report ID, Creation Date, Report Status and amounts.
  6. If there is no report ID, you can still reconcile the cash advance.  For example, if an employee received a cash advance but did not take the planned business trip or did not use all of the cash advance, the cash advance can be reconciled by the employee writing a check to the organization for the total displayed in the Due Company field.
Review cash advance recon report
  1. Use the Date, Number and Amount fields to enter check numbers and check amounts when the employee submit checks for unused cash advance funds. You can enter multiple checks.
  2. Select Save for Later to save the manual reconciliation line items to the Cash Advance.
  3. Select the Reconcile button.
Enter checks or cash received
  1. The updated Reconcile Cash Advance Report displays.  If the amount applied to expense reports and total payments received equals the cash advance request amount, Expenses sets the cash advance Status to "Reconciled".

Notice the Status has changed to Reconciled and the Payments Received and Due Company fields are updated with the amount paid.

reconciled cash advance report

For more information on how to apply a Cash Advance to an Expense Report, please see the QRG Applying Cash Advances to an Expense Report.

NOTE:  The Cash Advance is reconciled when the Due Company field reaches zero balance and the reconcile button is inactive.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Manually Reconcile Cash Advances. This link will open in a new tab/window.

Expense Processing Post Liabilities

Next navigate to Expense Processing: Navigation: Travel and Expenses > Process Expenses > Expense Processing

  1. The Expense Transactions run control ID page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button. 
    • NOTE: It is important to note that Run Control IDs cannot be deleted. Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA010_EX_PROCESSING (College, Process).
  3. The Expense Processes tab displays. A security setup message displays, select the OK button.
  4. Select the Selected Business Units tab.
Security message, select ok and select the selected business units tab
  1. The Selected Business Units tab displays. Enter or lookup the Business Unit.
  2. Select the Save button then select the Expense Processes tab.
select business unit and save page
  1. The Expense Processes tab displays. Select the Refresh button to refresh the page.
  2. Select the Post Liabilities checkbox. Note in the example below 1-Expense Report and 1-Cash Advance liabilities are ready to be posted.
  3. Select the Save button.
  4. Select Run. Please refer to the Process Scheduling QRG for further instructions.

The Post Liabilities process generates new accounting entries when an employee pays an outstanding cash advance balance.

select post liablities and run the process
  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Expense Processing Post Liabilities. This link will open in a new tab/window.

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