Creating, Issuing, and Maintaining a Cash Advance

Objective

After completing this lesson, you will be able to create, issue, and manage a cash advance.

Create and Issue a Cash Advance

To create and issue a cash advance:

Steps

  1. On the Employee Balance tab in Cash Advance Admin, search for the desired employee and then select the Employee Name. Select the Create & Issue button.

    The image displays a Cash Advance Admin page with the Employee Balance tab active. Search controls filter by employee first name, group set to All Groups I Can Access, and employee status, with a Search button. A results table highlights Kate Admin, showing employee ID ACT051225, oldest cash advance date 06/25/2025, and a $500.00 cash advance balance. A lower panel lists two cash advances—Euro Advance (pending, $0.00 available) and USD Request (issued, $500.00 available)—and shows action buttons: Create and Issue, Issue, Send Back to Employee, and Record Return Amount.

  2. Enter the desire advance amount and currency, and then select the Issue button.

    The image displays a New Cash Advance pop-up form on a cash advance administration page. The header shows Employee Name: Admin, Kate. Two tabs appear: Details and Documents, with Details active. The form includes fields for Name, Cash Advance Amount with a currency selector set to United States dollar, Purpose, and Cash Advance Comment. The amount field shows 0.00. Action buttons at the bottom read Issue and Cancel, with Issue highlighted.

Manage a Cash Advance

To manage a cash advance:

Steps

  1. Navigate to Tools and select Cash Advance Admin.

    The image displays a Tools page in an SAP Concur application. A left sidebar lists Payment Manager links: Monitor Batches, Monitor Payees, and Configure Batches. The sidebar also lists Tools links: Company Card, Card Integration Admin, Cash Advance Admin, Attendee Admin, and Import/Extract Monitor. The main panel repeats these sections with short descriptions for each. A SAP Concur logo appears at the bottom of the page.

  2. On the Employee Balance tab, search for employees with cash advances, with or without outstanding balances.

    The image displays a Cash Advance Admin page with the Employee Balance tab active. A search area lets users filter by employee first name, begins-with rule, group, and employee status. The Employee has menu is open and shows All, Submitted Cash Advance, and Outstanding Balance. The results table is empty and shows No Records Found. A lower Cash Advances section shows a Create and Issue button, table headers for cash advance details, and disabled action buttons for Issue, Send Back to Employee, and Record Return Amount.

  3. Use the Pending Issuance status to search for cash advances that have not yet been issued.

    The image displays a Cash Advance Admin page with the Employee Balance tab active. Filters let users search by cash advance name that begins with a value, select the group as All Groups I Can Access, and set Cash Advance Status to Pending Issuance. A table shows one entry: Euro Advance for Kate Admin, employee ID ACT051225, with amount requested €400.00. Columns list purpose, email address, starting balance, finance status, and cash advance ID. Action buttons on the right include Issue and Send Back to Employee.

Issue or Send Back a Cash Advance

To issue or send back a cash advance:

Steps

  1. On the Employee Balance tab in Cash Advance Admin, select the desired cash advance.

    The image displays a Cash Advance Admin page with the Employee Balance tab selected. Search filters let users set Employee First Name, a begins-with rule, group as All Groups I Can Access, and Employee has as All. A results table lists Gabby Admin, Kate Admin, and Gabrielle User; the Kate Admin row is selected and shows employee ID ACT051225, oldest cash advance date 06/25/2025, and a $500.00 balance. The lower panel titled Cash Advances: Admin, Kate highlights Euro Advance with status Pending Expense Cash Advance, starting balance $0.00, and available balance $0.00. Action buttons include Create & Issue, Issue, Send Back to Employee, and Record Return Amount.

  2. Select Issue or Send Back to Employee. If you select Send Back to Employee, you are required to provide a reason.

    The image displays a Cash Advance Admin page with the Employee Balance tab active. Search filters show employee first name, a begins‑with rule, group set to All Groups I Can Access, and employee status set to All. A results table lists Gabby Admin, Kate Admin, and Gabrielle User; Kate Admin is selected with an oldest cash advance date of 06/25/2025 and a balance of $500.00. The lower panel titled “Cash Advances: Admin, Kate” lists two entries: Euro Advance with status Pending Expense Cash Advance and zero starting and available balance, and USD Request with status Issued and a starting and available balance of $500.00. Action buttons to the right show Issue and Send Back to Employee enabled, while Record Return Amount appears disabled.

Summary

  • Create and issue cash advances via the Employee Balance tab.
  • Manage existing cash advances and their status.
  • Issue or send back cash advances as needed.

Learning

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