Finance User Manual ENG -> 3. Payments -> 3.4 Specific Payments and Journal Entries -> LUFI-30302 Security Advances
LUFI-30402 Security Advances
LU Introduction
In certain missions, security advances will need to be given to expatriate or national staff. It is assumed these advances will be returned when they are no longer needed.
How to Record a Security Advance:
Go to: Accounting/ Registers:
- Open the appropriate register to record the money out.
- Click on {New} to create a register line.
- Complete the line. In the {account} field, select the account {Security envelopes}. Select the appropriate employee in the {partner} field.
- Save this entry.
- Hard Post this entry. The advance return wizard will now appear.
- After the money is returned, find your entry by using the List of Open Advance Button
- select the Advance return wizard
⮡ The advance return screen appears
- Enter the amount of returned cash into {Advance Return Amount}. If the whole amount is not returned, fill in the partial return amount and record the expenses incurred in the {Advance Lines} below as detailed in step 10.
- Complete the {Additional Advance Amount} field in case the employee had to disburse cash from his pocket.
- If the advance was returned with an invoice, you can record a supplier invoice and import it using the magnifying glass. Then select the {Add Invoice} button. Another option to record the return is to input manually the advance return lines by clicking on {New} in the {Advance Lines} section.
- Enter a partner if relevant. Below is explained which accounting moves you get if you complete or not this field.
- Insert Analytical distribution
Advance return wizard with expense lines and amount returned:
- Click Ok.
The Advance Return Wizard creates a second entry to reconcile the original advance and book the actual expense in the register
- Entries will be automatically reconciled. Below is what you can see in the liquidity journals:
| Description | Account | De | Cr | Entries matching |
| Advance delivered | ||||
| Cash account | 10100 | 100 | ||
| Advance account | 13010 | 100 | M1-17 | |
| Advance returned | ||||
| Expense account | 61200 | 95 | ||
| Cash account | 10100 | 5 | ||
| Advance account | 13010 | 100 | M1-17 | |
| Trade Payables | 30020 | 95 | M1-16 | |
| Trade Payables | 30020 | 95 | M1-16 |
Accounting moves when the {Partner} field is filled when booking the advance return
| Description | Account | De | Cr | Entries matching |
| Advance delivered | ||||
| Cash account | 10100 | 356 | ||
| Advance account | 13010 | 356 | M1-18 | |
| Advance returned | ||||
| Expense account | 61200 | 350 | ||
| Cash account | 10100 | 6 | ||
| Advance account | 356 | M1-18 |
Accounting moves when the {Partner} field is left blank when booking the advance return. Of course no moves on the Trade Payables account.
