Employee Advance
How to use Employee Advance in Expenses & Travel: access, working steps, fields, related records and troubleshooting.
Purpose and access
Record authorized travel or expense claims with dates, category, amounts, currency and receipts. Submit for the configured review and accounting process. An approved claim may still require a separate payment entry.
This page is a record page in Human Resources → Expenses & Travel. Use the link above to open the configured destination; permissions are checked by the destination service.
Before you start
Prepare the required information: Employee, Posting Date, Currency, Purpose, Advance Amount.
Confirm the company, party, dates, units and source references that apply. Select existing links carefully and check for an existing record before creating a duplicate.
Working steps
- Open Employee Advance from Human Resources → Expenses & Travel, or use ERP Search.
- Filter the list and open the relevant record. To add a record, use Add/New when your role provides that action.
- Complete the editable fields described below. Required fields and validation conditions must be satisfied; read-only values are set by the system or their source records.
- Save the record and address validation messages. Reload and verify the saved values and relationships.
- When the draft is complete and you are authorized, submit it through the available approval process. Submission can create operational or accounting effects. Use the permitted cancellation/amendment process for later corrections.
Field reference
These fields come from the installed ERP definition. Hidden fields and password inputs are omitted. Additional conditions, custom scripts and workflow rules can make a field required or read-only in a particular context.
| Field | Type / behavior | How to use it |
|---|---|---|
Seriesnaming_series | Select Optional | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Employeeemployee | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Employee |
Employee Nameemployee_name | Read Only Optional | System-provided value; correct its source record or calculation rather than overwriting the displayed result. |
Employee notification recipientnexcom_employee_user | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: User |
Posting Dateposting_date | Date Required | Choose the business date required for this field. Confirm its relationship to other dates on the record. |
Companycompany | Link Required · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Company |
Departmentdepartment | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Department |
Currencycurrency | Link Required | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Currency |
Purposepurpose | Small Text Required | Provide concise contextual information relevant to the record. Avoid unrelated personal or confidential data. |
Advance Amountadvance_amount | Currency Required | Amount of expense |
Paid Amountpaid_amount | Currency Optional · Read-only | Amount that has been paid against this advance |
Paid Amount (Company Currency)base_paid_amount | Currency Optional · Read-only | Amount that has been paid against this advance |
Pending Amountpending_amount | Currency Optional · Read-only | Pending (unpaid) amount from previous advances |
Claimed Amountclaimed_amount | Currency Optional · Read-only | Amount claimed via Expense Claim |
Returned Amountreturn_amount | Currency Optional · Read-only | Amount scheduled for deduction via salary |
Advance Accountadvance_account | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Account |
Mode of Paymentmode_of_payment | Link Optional | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Mode of Payment |
Repay Unclaimed Amount from Salaryrepay_unclaimed_amount_from_salary | Check Optional | Enable or disable the named option only when it matches the intended record behavior. |
Statusstatus | Select Optional · Read-only | Choose one of the configured list values. Status fields may be controlled by the record workflow.Available choices
|
Amended Fromamended_from | Link Optional · Read-only | Choose an existing linked record. Check its company and ownership; typing a label alone does not create a new relationship. Linked record: Employee Advance |
Troubleshooting
- Not permitted: verify the account, role and source-document permission. Do not share an administrator login.
- Missing record or address: inspect the relevant Link or Dynamic Link fields; a matching title alone does not establish a relationship.
- Cannot save or change status: review required fields, read-only values, document status and the configured approval transition.
- Unexpected report or portal result: review company/date filters, source-document submission and the approved party or Employee link.