Russia advance holders overview

Set up parameters for advance holders

1. Select Accounts payable > Setup > Accounts payable parameters.

2. On the Advance holders tab, in the Posting profile field, select the default posting profile that should be used to complete transactions for advance holders.

   Note

   For more information, see the "Set up posting profiles for accounting vouchers" section later in this article.

3. Set the Set default advance holder option to Yes to set the current user as the advance holder.

4. Set the Advance holder sorting option to Yes to show advance holders at the top of the grid on the Advance holders page.

5. Set the Issue when balance is open option to Yes to allow cash advances to be issued to advance holders who have an open positive balance.

6. Set the Automatic settlement option to Yes if automatic transactions settlement is required.

7. Set the Settlement by profile option to Yes to settle transactions only with an identical posting profile.

8. On the Balance closing FastTab, under Balance closing via cash, in the Name field, select the cash slip journal code. This journal code is used to generate cash disbursement slips and reimbursement slips when an advance holder's balances are closed through cash.

   Note

   All journals are of the Cash type.

9. In the Cash field, select the cash account to determine the vouchers that are used to close the balances for the advance holder.

10. Under Balance closing via bank, in the Name field, select the journal code for transactions to close the balances through a bank.

11. In the Account type field, select Bank to close the balances for an advance holder through a bank.

12. In the Main account field, select the bank account code to close the balances for an advance holder through a bank.

13. On the Number sequences tab, define number sequences codes for the following references:

    • Advance report
    • Advance report voucher
    • Settlement voucher
    • Exchange adjustment voucher (Advance holders)

14. Select Save, or close the page.

Set up an advance holder group

You must create an advance holder group to group advance holders. For example, you can group advance holders by vouchers that are calculated in a single account.

1. Select Accounts payable > Setup > Advance holders > Advance holder groups.
2. Select New to create a new advance holder group or Edit to adjust an existing group.
3. In the Group field, enter the code for the advance holder group.
4. In the Description field, enter a description of the advance holder group.
5. In the Offset account field, select the general ledger offset account to use for the advance holder group.
6. Select Save, or close the page.

Set up posting profiles for accounting vouchers

You can set up the following posting profiles for an account of operations:

• One ledger account for all advance holders
• A separate ledger account for each group of advance holders
• A separate ledger account for each advance holder

1. Select Accounts payable > Setup > Advance holders > Employee posting profiles.

2. Select New to create a new posting profile or Edit to adjust an existing profile.

3. In the Posting profile field, enter the profile ID of the posting profile that is being processed.

4. In the Description field, enter a description of the posting profile.

5. On the Table restrictions FastTab, in the Allow empty dimension value field, select the condition under which settlements that are related to accruals and closing payment operations can be processed if dimension values aren't specified. The following options are available:

   • No – Transactions aren't settled, regardless of whether the dimension values are specified.
   • Auto – Automatic transactions are settled, regardless of whether the dimension values are specified.
   • Manual – Manual transactions are settled, regardless of whether the dimension values are specified.
   • Always – All transactions are settled, regardless of whether the dimension values are specified.

   Note

   This field lets you ignore the values of dimensions when individual transactions are created.

6. On the Setup FastTab, select Add to create a new record for posting profile details.

7. In the Valid for field, select the level of grouping for the setup of the posting profile. The following options are available:

   • Table – This option is set for only one advance holder.
   • Group – This option is set for a group of advance holders.
   • All – This option is set for all advance holders.

8. In the Reference field, select the corresponding reference.

   Note

   You can select a value in this field only if you selected Table or Group in the Valid for field.

9. In the Summary account field, select the account that should reflect transactions for the advance holders.

10. In the Set field, select the dimension focus for settlement control.

    Note

    The specified dimension set indicates that dimension control is activated.

11. Select Save, or close the page.

Set up the terms of payment

You must set up the terms of payment when you register the purchase of goods from a vendor through an advance holder. The advance holder makes the purchase.

1. Select Accounts payable > Payment setup > Terms of payment.
2. Select New to create a new terms of payment record or Edit to adjust an existing record.
3. In the Terms of payment field, enter the code for the terms of payment.
4. In the Description field, enter a description of the terms of payment.
5. On the Setup FastTab, in the Payment method field, select C.O.D.
6. Set the Cash payment option to Yes.
7. Set the From advance holder option to Yes.
8. Select Save, or close the page.

Set up the per diem expense rates

Expense rates are used to generate an advance report for per diem expenses. They are also used for automatic calculation of standard and over-rate amounts.

1. Select Accounts payable > Setup > Advance holders > Expense rates.
2. Select New to create a new expense or Edit to adjust an existing expense.
3. In the Expense field, enter the expense code.
4. In the Description field, enter a description of the expense.
5. In the Rate field, enter the standard established value for this expense.
6. In the Currency field, select the currency code that operations for this expense are registered in.
7. On the Setup FastTab, under Rate, in the Main account field, select the accounting statement that should reflect normal charges.
8. Under Over rate, in the Main account field, select the accounting statement that should reflect over-rate charges.
9. Under both Sales tax and Taxes over norm, in the Sales tax group field, select the sales tax group that should be used to calculate sales tax for sales and purchases on normal and over-rate amounts.
10. Under both Sales tax and Taxes over norm, in the Item sales tax group field, select the item sales tax group that should be used to calculate sales tax for an item on normal and over-rate amounts.
11. If the amounts include sales tax, under both Sales tax and Taxes over norm, set the Amounts includes sales tax option to Yes.
12. Under Taxes over norm, in the Posting over norm field, select the operation that should be used to post over-norm expenses.
13. On the Financial dimensions FastTab, under both Financial dimensions and Financial dimensions over rate, select the transaction dimension values for the related dimensions.
14. Select Save, or close the page.

Worker table numbers for advance holders

A worker can be an employee or a contractor, and can hold several positions in an organization. An employee or a contractor can also be an advance holder who is accountable for the expense amount that the organization provides. To specify a worker as an advance holder, you must enter a unique worker ID in the Worker ID field on the Worker page. You must also set the Advance holder option to Yes on the Advance holders page, to indicate that the selected worker is an advance holder.

Transactions for these workers can be posted by using advance holder accounts. The worker ID that is specified for each advance holder can be used to track all advance holder transactions. This number is retrieved as an account number for advance holder transactions on the General journals and Advance holder transactions pages.

Set up the advance holder

Advance holders overview