Advance

The Advance Claims section allows users to request advances for anticipated expenses before they are incurred. Users can submit advance claims with supporting documentation, and administrators can review and approve these requests based on predefined criteria.

Actions Available in Table View:

• Edit Advance: Allows users to modify the details of a selected advance.
• Delete Advance: Permits users to remove a selected advance from the system.
• View: Enables users to view the details of a selected advance.

Note: Only advances with a status of "Draft" can be edited or deleted.

Search by ID

Users can search for specific advances by entering the ID in the search bar.

Status Filter Dropdown

Users can filter advances based on their status:

• Draft: Advances that have been initiated but not yet submitted.
• Submit: Advances that have been submitted and are awaiting review.
• In Progress: Advances that are currently under review by approvers.
• Approved: Advances that have been approved for processing.
• Rejected: Advances that have been rejected by approvers.

Date Filters (Start Date and End Date)

To filter advances by date range, users can utilize the Start Date and End Date filters. These filters help narrow down the list of advances based on the submission date.

Add Button

Guidelines for Adding Advances:

1. Click on the "Add" button located separately from the table view.
2. Fill out the required information for the new advance.
3. Ensure all necessary details are provided accurately.
4. Save the new advance to create it in the system.

The Add button, located separately from the table view, facilitates the creation of new advances.

Draft:

This status indicates that an Advance report or task has been initiated but is not yet complete or ready for submission. Users can create, edit, and save draft Advance reports.

Instructions for Editing Advances:

1. Select the advance you wish to edit from the table view.
2. Click on the "Edit Advance" action.
3. Make the necessary modifications to the advance details.
4. Save the changes to update the advance.

Submit:

When an Advance report is ready for review and processing, the user can submit it for approval.

In Progress:

After submission, the Advance report enters the In Progress stage. During this stage, approvers assess the report, verify its accuracy, and ensure compliance with company policies and procedures. They may request additional information or clarification from the submitter if needed.

Approved:

If the Advance report meets all requirements and receives approval from the approver, it transitions to the Approved stage. Approval signifies that the expense is legitimate, compliant, and eligible for reimbursement or further processing.

Rejected:

In cases where an Advance report does not meet the necessary criteria or contains errors, it may be rejected by the reviewers or approvers. Rejection sends the advance report or task back to the submitter for revision or further action. Submitters receive feedback on why the expense report or task was rejected, allowing them to address any issues and resubmit if necessary.

Approver Reject Reason

Deleting Advances:

1. Identify the advance you want to delete from the table view.
2. Ensure the advance has a status of "Draft."
3. Click on the "Delete Advance" action.
4. Confirm the deletion action.
5. The advance will be removed from the system.

Activity Log

The Activity Log records all user actions related to advances, providing an audit trail of changes and updates. This log helps maintain transparency and accountability, ensuring that all modifications to advances are tracked.

The Activity Log tracks the following actions:

• Advance Created: Records when a new advance is created, including the user's details and the date and time of creation.
• Advance Edited: Logs any changes made to an advance, capturing the specific fields that were modified, who made the changes, and when the changes were made.
• Advance Deleted: Tracks when an advance is deleted, including the details of the user who deleted it and the time of deletion.
• Advance Status Updated: Records changes in the advance's status (e.g., from "Draft" to "Submitted" or "Approved"), along with the user's information and the timestamp.

The Activity Log can be viewed by administrators to monitor actions and ensure that all operations follow proper protocols.

Commend Button (Pending, Submitted, and Paid Advance):

For Advance in a Pending, Submitted, or Paid state, the system displays a "Commend" button inside a messenger-like interface, where the approver list is shown. This feature allows users to provide additional comments or commendations for these claim statuses. Here's how the system works:

• Pending Advance: The "Commend" button allows users to leave remarks before final approval.
• Submitted Advance: Users can commend the claim during the review process.
• Paid Advance: Once a claim is paid, the commend button enables users to share feedback or appreciation.

The Activity Log and Commend Button streamline claim management by providing clarity,

This documentation includes the key actions for managing advances, including editing, deleting, and status tracking, along with the newly added Activity Log feature for auditing user actions.