Creating Cash Advances in Acubiz

This guide explains how to create and manage cash advances as well as return advances in Acubiz.

ℹ️ Info: The use of cash advances varies from company to company. If an employee needs cash for a business trip, the request must be handled by an employee with the FINANCE role. If you are unsure about your internal guidelines, please contact your company's finance department.

What is a cash advance?

A cash advance is used when an employee needs to receive cash in a specific currency for a trip (e.g., 500 EUR).

When the advance is created in Acubiz, the system generates an advance transaction. This record ensures that the amount can be properly offset against the employee's salary or reconciled against future receipts. Once the advance is approved and created, the data is exported via an export file to the company’s accounting system (ERP) for final posting.

ℹ️ Navigation: Cash advances are managed in the menu: FINANCE -> DOCUMENTS -> ADVANCES (Requires FINANCE role)

How to create a cash advance

1. Go to FINANCE -> DOCUMENTS -> ADVANCES.
   
2. Click the Create Advance button.
   
3. Fill out the form with the following information:
   • Date: Date of cash disbursement (the system automatically suggests the current date).
   • Employee: Select the employee who will receive the advance.
   • Currency Type: Choose the desired currency (e.g., EUR, DKK, USD).
   • Currency Amount: Enter the exact amount to be disbursed.
   • Exchange Rate: Check or adjust the rate according to the disbursement date.
     
4. Click Save and Close.

The advance is now created and will appear in the overview of active advances.

Overview and sorting

In the Advances menu, you can switch between different views depending on where the advance is in the approval or processing flow. It is recommended to use the Ongoing: Currency/Employee view. This view groups the overview by CURRENCY and then EMPLOYEE, providing a quick and structured overview of outstanding amounts.

How to create a return advance

If an employee returns excess cash after a trip, a return advance must be created in the system to reset the balance.

1. Go to FINANCE -> DOCUMENTS -> ADVANCES.
2. Click the Create Return Advance button.
   
3. Fill out the form with the employee’s information, amount, and currency the same way as for a regular advance.
4. Click Save and Close.

Related articles:

• Settlement of Cash Advances and Return Advances
• Setup of Clearing Accounts for Cash Advances
• Cash Advance Payments