No accounting entries are made for an advance until it is processed within Advance Processing.  When a user generates the transactions an A/P Credit Memo is created and, if the optional Generate Transactions flag is turned on, an A/P Invoice transaction is generated.

 

The generate feature will also build the upload file to be submitted manually or automatically to a banking service provider if opted to.

 

The following procedure illustrates how a user can process advances.

 

     Processing Advances

1.   Access the MoversSuite application,

2.   Select the Advance Processing interface from the application’s main toolbar under the Accounting Tools menu and the Advance Processing dialog will appear.  See the Advance Processing Layout for screen description,

3.   Select record(s) by placing a check in box in the first column of the record(s) and the Generate button will become active,

4.   Verify that the totals within Send Amount and Transaction Amount are correct.  The Transaction Amount represents the sum of the Amount column for the selected records and the Send Amount indicates the total amount to be included in an upload file,

Note:  If not setup to create an upload file or if the advance is created with the Do Not Send to Banking Service option selected, then the advance amount will not be included in the Send Amount and will be listed in Advance Processing grid with the Manual Banking Service flag set.

5.   Press the Generate button to process the selected advance transactions and the Transaction Dates dialog will appear,

Figure 12: Transaction Dates entry dialog

6.   Enter a Journal Date and a Document Date for the transactions and Generate Transactions button will become active,

7.   Press the Generate Transactions button to submit the advances.  The dialog will indicate that it is “Generating Transactions…” and when complete the following information box will appear:

Figure 13: Transactions generated dialog

 

The information box will indicate that at least one transaction was generated (for the A/P Credit Memo for a single advance record).  It has been designed to count all recorded transactions, so if three A/P Credit Memo transactions were processed, then this box will list “There were 3 transaction(s)…”

If the administrative option is set to Generate Transactions to a banking service provider, then this count will also include the A/P Invoice transactions involved, as well.  Continuing with the previous example, the records processed would create six transactions counted all together.

 

Upload File Generation

If the administrative option to Generate Upload File is selected and at least one record in the batch is to be written to a file (the Do Not Send to Banking Service option turned off), then a Save Report dialog will appear.  This dialog will list the contents of the folder to which it will write the upload file to, the File name, and the Save as Type of “Text Format”.

 

The file name will contain “PC” followed by the name of the Company Number assigned by the banking service provider, as set within the Company Number field of Advance Setup for the branch of user who generated the advance.  As of this writing, the name of this file cannot be changed.

 

Figure 14: Save As dialog features the upload file name and type

 

If an existing upload file is encountered when attempting to save one, which may happen if more than one user is processing advances, then the user will receive a warning which indicates that the file already exists.  The user will have the option to Save or Cancel the operation.

 

If a user chooses to Cancel, in either the Save As dialog or from within the subsequent overwrite file prompt, then the file will be discarded.  Appropriate warnings will prompt the user prior to this occurring.

 

Note: Since the file name will consistently be “PC” followed by the Company Number, then this file may already exist on the system from a prior run and does not indicate that a prior generation attempt failed.

 

8.   Press Save to store the upload file to a physical location within the application server and make it available to be uploaded to a banking service provider.

 

 

Once successfully processed, the advance records will be removed from the Advance Processing dialog and transactions will be created within the Advance Posting Information table.

 

Any record that failed to be processed will return an error back to the user and the record will remain within the Advance Processing grid.  The user should be able to interpret the descriptive messages displayed within the Error Report Log.

 

Figure 15: Error Report Log