Employee Advance Requests
This page is used to view, edit, approve, and reject employee advance requests. The Employee Advance Requests page lists the advance requests of employees authorized by the user.
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To create an Advance Request record for an employee, go to Employee Information > Advances.
Employee Advance Requests Screen
Filtering and Search Options
- Status Filters: Pending approval, approved, rejected, and all requests buttons.
- Pending Approval: Shows advance requests waiting for approval.
- Approved: Shows approved advance requests.
- Rejected: Shows rejected advance requests.
- All Requests: Shows all advance requests.
- Date Range Selection: The date range filter in the upper right corner of the table.
- You can view advance requests within these date ranges using options such as "This Year, This Month, This Week".
- Use the Custom Filter option to select your desired date range.
- Search in List: Allows filtering by a specific keyword in any field of the listed table.
- Column Filters: The search field under each column header. Filters based on the text or numbers entered for the specific column.
Employee Advance Requests Table
- Employee Name: The name of the employee who requested the advance.
- Advance Year: The year of the advance request date.
- Advance Period: The month of the advance request date.
- Advance Type: The selected Advance Type (See Company Dictionary > Advance Types)
- Amount: The requested advance amount.
- Description: Description of the advance request.
- Request Date: The date the advance request was made.
- Status: The status of the advance request (Pending approval, approved, rejected).
- Actions: Icons and action menu for editing, deleting, rejecting, approving, and viewing status history.
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To view the total advance usage of a specific date range and employee group, go to Reports > Advance List.
Advance Requests with a status of Pending Approval are notified to the relevant Request Approval Authorities according to your company settings via Advance Request Notification.
Editing and Deleting Employee Advance Requests
Follow these steps to edit, change the status, or delete an Employee Advance Request.
To Edit an Employee Advance Request:
- Click the Edit icon at the end of the relevant advance request row.
- The screen showing the details of the advance request will open. You can edit Status, Advance Type, Advance Year, Advance Period, Amount, and Description on this screen.
- After making the changes, click the Save button to save the changes.
To Delete an Employee Advance Request:
- Click the Action Menu icon at the end of the relevant advance request row.
- Click the Delete option.
- Click the Delete Request button in the window that opens to delete the record.
Only requests with "Pending Approval" status can be deleted. If the request record you want to delete is not in the "Pending Approval" status, first edit the relevant record and change the status to "Pending Approval". You can only perform this action on the Employee Advances screen.
Approving or Rejecting Employee Advance Requests
Follow these steps to easily approve or reject an Employee Advance Request.
- Click the Action Menu icon at the end of the relevant advance request row.
- Select the action you want to perform from the menu that opens.
- Click the Approve option to approve. Click the Approve Request button in the window that opens.
- Click the Reject option to reject. Enter the Rejection Reason in the window that opens and click the Reject Request button.
Approval and Rejection actions are notified to the requesting employee according to your Company Notification Settings. You can view these notifications on the Message Archive page.
Viewing the Status History of an Employee Advance Request
Follow these steps to view the Status History of an Employee Advance Request.
This function allows you to view all status changes made to the Employee Advance Request record, identify the person who performed the action, and learn the date of the action.
- Click the Action Menu icon at the end of the relevant advance request row.
- Click the Status History option in the menu that opens.
- In the window that opens, a list of action records containing Performed By, Action Date, Status information will be displayed.
Only status changes are listed in the Status History table. Changes made to other information of the advance request are not displayed.
Exporting the Employee Advance Requests Table to Excel
You can save the Advance Requests Table displayed on the page as an Excel file by using the export function. Follow these steps:
- List the information you want to export as an Excel file in the Advance Requests Table.
- Click the Excel Export button.
- Select the location on your computer where you want to save the file from the window that opens.
- Click the Save button.
