Activating a Cash Advance

Objective

After completing this lesson, you will be able to activate a cash advance.

Cash Advance Activation

After configuring cash advances, you must activate them within Concur Expense before users can utilize them.

Additionally, there is an option for users to manage these cash advances. To enable this, you must turn on the appropriate permissions.

The next section will guide you through the essential steps to activate the cash advances and set the necessary permissions for user management.

How to Activate a Cash Advance

Activating cash advances involves several key steps to ensure that users can use them for travel expenses.

To activate cash advances, follow these steps. We'll walk you through each part of the process, complete with detailed instructions and screenshots to help you along the way.

Once you complete these steps, a demo video is available at the end to reinforce what you've learned and provide a quick recap.

Set an Employee as a Cash Advance user

Steps

  1. From the Expense Settings page, under the Access To Concur section, select Edit from theUser Accounts tile.

    The Settings page in an expense management software. The page is titled Capturing Spend and contains four sections, each with an Edit button: Custom Fields, Payment Types, Expense Types for Expenses, and Mileage. The Product drop-down in the right corner is set to Expense, and there is a link to View Basic Settings.

  2. On the Users page, search and select the name of the employee for whom you are adjusting the cash advance settings. The Edit User page appears.

    A user management interface titled Users. The interface allows adding users manually or by importing through a spreadsheet. There is a button labeled Add Users and a section titled Manage Users (8) with a list of users. The list includes columns for Last Name, First Name, Email, Manager, and Status. One user, with the last name Aranda and first name, Jack, is highlighted in yellow. The status of all users shown is Active. There is a search bar to search by name, email, or manager, and a drop-down to show active users.

  3. Enter the Cash Account Code.

    Scroll down till you find the Cash Advance Account Code field. Input the appropriate code here. The specific default account code can vary depending on your organization's accounting structure. For this example, we use the account code 105.

    The Edit User interface page, that displays the following fields with user information: Active (checkbox selected), First Name (Jack), Middle Name (empty), Last Name (Arranda), Preferred Name (empty), Email (Jack.Arrandaac100@cvi.com.uat), Use Email as Username (checkbox selected), Username for Sign In (Jack.Arrandaac100@cvi.com.uat), Password (empty), Retype Password (empty), Employee ID (10), Country/Region of Residence (United States, drop-down menu), State/Province (empty), Cash Advance Code (105). At the top right corner, there are three buttons: Save, Send Invite, and Cancel. The status of the user is indicated as Active next to the user's name Jack Arranda.

    Note

    This account code is used to track and manage the cash advances within the system, ensuring that they are properly accounted for and reconciled.

    You can also set an employee to manage cash advances for other users. On the same Edit User page, scroll down to find the Settings section. Under the Permissions setting, assign the Can Administer Cash Advance permission to the user by selecting the checkbox next to it. A user interface for managing expense Settings and Permissions. The interface is divided into several sections: 1. Products, with tabs for Expense, Invoice, Purchase Requests, and Reporting, with the Expense tab currently selected; 2. Settings, with Expense Delegates, Exempt from Expense Type Limit rules?, Expense Policy Group, and Reimbursement Method fields; 3. Permissions, with three main sections: Submit, Approve, and Administer. In the Submit section, the checkbox for Can submit Expense Reports is selected. There is also a drop-down menu labeled Manager with the option Expense Invoice, Approver selected. In the Approve section, the checkbox Can Approve Expense Reports is selected. In the Administer section, there are three fields: Can Administer Cash Advances, Can Administer and Can Process Expense Reports. The Can Administer Cash Advances is selected.

  4. Select Save to enable these changes.

    A checkbox labeled Automatically send invite email on save is unchecked. Below it, there are two buttons: a blue Save button and a blue Cancel link.

Result

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Learning

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