Gain insight into the company's guidelines and procedures for disbursing and returning foreign currency. When handling cash advances in Acubiz, two types of transactions are distinguished:
- Cash Advance: Advance amount paid in cash from the finance department (e.g., DKK 500.00).
- Cash Return Advance: Surplus cash amount returned to the finance department after the trip is completed.
Step-by-Step Process
1. Before Departure
If a cash advance is needed for a business trip, the amount is paid out by the finance department.
At the same time, a corresponding transaction is created on your profile in Acubiz, which will be visible under Unprocessed Transactions.
The transaction awaits your final settlement after the trip. From an accounting perspective, the advance is considered an amortizable receivable against your salary until receipts and any surplus cash are settled.
2. During the Trip
Ongoing expenses from the cash advance are continuously recorded via the Acubiz app.
Example:
You have received an advance of DKK 500.00. During the trip, you incur the following expenses and upload receipts via the app:
- Taxi: DKK 225.00
- Meals: DKK 70.00
- Other small meals: DKK 5.00
Total expenses incurred: DKK 300.00
Remaining cash amount: DKK 200.00
3. After Returning Home
After the trip, the surplus cash amount (DKK 200.00) is returned to the finance department, if allowed by the finance division. The finance department then creates a counter transaction (cash return advance) in Acubiz, which will also appear under your Unprocessed Transactions.
4. Final Settlement
You can now complete your overall settlement in Acubiz by linking the recorded expenses, the original advance, and the cash return advance together. Your overview of unprocessed transactions will then include the following entries:
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