Field descriptions: Advances—Accounts Payable

Add

Opens a page to create a new advance.

Done

Exits the AP advances list.

Export

Exports the list of advances as displayed. Choose CSV, Excel, Word, or PDF file format.

Edit

Select to edit a draft or declined advance. Requires AP advances edit permissions.

View

Select to view advance details.

Vendor ID

The ID of the payment recipient.

Vendor name

The name of the payment recipient.

State

The status of the advance within the payment and application cycle:

• Draft: The advance was created as a draft and has not been submitted. You can edit a draft advance.
• Pending Approval:  For users with payment approvals enabled, the advance has been submitted for approval.
• Partially approved: For users with payment approvals enabled. The advance has been approved by at least one approver and is awaiting further approval.
• Declined: For users with payment approvals enabled. The advance was declined and must be resubmitted for approval. You can edit a declined advance.
• In process: For check, ACH, and Bank file payments managed within Intacct. The advance was either approved or did not require approval. The payment request now requires action to complete payment.
  Next steps to pay the advance  

  • Check: Print and confirm the check on the Print Checks page.

  • ACH payment: Generate the ACH file in the Cash Management application. Then, confirm and post the ACH file.

    If you're using a NACHA-compliant bank file, follow the procedures for bank files.

  • Bank file payment: Generate and download the bank file in the Cash Management application. Then, upload the file to the bank portal and confirm it.

• Advance paid: The advance has been paid and is now available as a credit on the Pay bills page. Learn how to apply an AP advance to a bill.
• Partially applied: A portion of the total amount has been applied to one or more bills. A credit balance remains available to apply to bills.
• Fully applied: The total amount has been applied to one or more bills.
• Voided: The payment was voided from the register, after it was completed.
• Void: This state is given to the voiding entry that balances a voided advance.

Payment method

The means for paying the advance. The following payment methods are supported for advances:

• Check
• ACH or bank file payment
• Credit Card (Available for companies configured for Accrual books)
• Record Transfer
• Cash

Advance date

The date the advance payment was made.

Payment ID

The system‑generated ID for this advance, created from the document sequence you set in Accounts Payable Configuration.

The ID is assigned when the advance posts. If no document sequence is set up for advances, this column does not appear

Payment currency

In a multi-currency company, this is the currency used to make the advance payment.

Amount

Actual amount of the transaction for this item in a single-currency company.

Payment transaction amount and Base payment amount

If you've enabled multi-currency, Intacct displays Base amount and Transaction amount in place of Amount.

• Base payment amount is the amount of the item in the base currency of your company.
• Payment transaction amount is the amount of the item in the currency that you set for the bill.

For example, if your base currency is USD and you create a 100 EUR bill, for the bill line item, you see the bill with 100 EUR as the Trans. Amount and 110 USD as the Base amount (assuming a 1.1 exchange rate from EUR to USD).

Base currency

The base currency of the entity.

Payment amount

The amount of the advance (same as Payment transaction amount).

Summary title

The name of the collection of the same type transactions, grouped together for same-time processing.

Total applied

The amount of credit that was applied to the bills.

Advance due

The amount of the advance available to apply to bills. This value is the Amount (or Payment transaction amount), Total applied.

Select Attach to open the attachments popup window and select an attachment to view.

Delete

Select this link to delete a draft advance.

Void

Select to void a paid advance that has not be applied to a bill. Learn more in When can I unapply, void, or delete an advance?.

Draft & new

Draft: Saves the advance in Draft state.

Draft & new: Saves the advance as a draft and opens a new entry form.

Draft & continue: Saves the advance as a draft and keeps the same entry page open, so that you can continue to work on the draft.

Save & new

If your company does not have payment approvals enabled and you select Check as the Payment method, you see the Save & new button instead of Post & new or Submit & new.

Save: Saves the advance and sets the state to In process. The check is now ready to be printed and confirmed on the Print Checks page.

Save & new: Saves the advance and opens a new entry form.

Post & new

If your company does not have payment approvals enabled and you select Record transfer, Cash, or Credit Card as the Payment method, you see the Post & new button instead of Save & new or Submit & new.

Post: Saves the advance and sets the state to Advance paid. The advance is ready to be applied as a credit on the Pay bills page.

Post & new: Saves the advance and opens a new entry form.

Submit & new

If your company has payment approvals enabled, you see the Submit & new button instead of Save & new or Post & new.

Submit: Submits the advance for approval. In some cases, the advance might be automatically approved at the time you submit it. For example, if the total amount of the advance falls below the value threshold required for approval.

Submit & new: Submits the advance for approval and opens a new entry form.

Cancel

Discards any changes that you made and returns you to the AP advances list.

More actions

Edit Entries layout: Enters layout edit mode, where you can change the order of the Entries fields and add or remove dimensions, as needed. This option is available for Business users with Admin privileges.: 

Table size: Sets the number of Entries rows to display at one time. By default, Intacct shows 10 rows at a time.

Print to...

Creates a PDF or XML file with the advance information, which you can download and print.

Duplicate

Creates a copy of this advance and opens the duplicate in edit mode. This provides an easy way to create advances similar to ones you have already recorded.

Done

Returns you to the AP advances list.

Email payment notice

Emails a notice of the advance payment to the vendor, provided you have entered an email address on the Vendor information page.

More actions

View audit trail: Provides a record of who made changes to the advance and when. Learn more in Audit Trail.

Edit Entries layout: Enters layout edit mode, where you can change the order of the Entries fields and add or remove dimensions, as needed. This option is available for Business users with Admin privileges.

Table size: Sets the number of Entries rows to display at one time. By default, Intacct shows 10 rows at a time.

Payment ID

The unique ID generated for this advance from the document sequence you selected in Accounts Payable Configuration. Payment ID are generated when the advance posts. If you did not assign a document sequence for advances, this field does not appear.

Advance date

The date the advance payment was made.

Vendor ID

The recipient of the payment.

Transaction currency

For companies that support transactions in foreign currencies. If you assigned a default currency to the vendor or customer, that currency appears here. Otherwise, select the currency.

A currency is mandatory for a foreign-currency transaction; however, making changes to the proposed values for exchange rate and its type and date are optional. When you select the currency, Intacct proposes a default exchange rate and type.

To add a currency to your system, see Transaction Currencies.

Base currency

The base currency set for the entity where you are creating the advance. This field is read-only.

Exchange rate type

If your company uses custom exchange rate types and one is not automatically selected for you, select an Exchange rate type.

Exchange rate date

By default, Intacct sets the date of the exchange rate to today. You can override this. For example, you might want to match the exchange rate to the transaction date.

Exchange rate

The rate calculated based on the Exchange rate type and date. You can override the default exchange rate. For example, if the system administrator hasn't yet entered the rate for today, rather than letting Intacct default to the last rate entered, you can enter it directly into this field.

Payment method

The payment method you choose here determines how the advance payment is processed in your company.

For example, if you select Credit Card, Intacct automatically creates a credit card transaction. If you select Check, you need to first print and confirm the check to the general ledger before it becomes a credit for you to apply to a bill.

Options include:

• Check
• Bank file payment
• Credit Card (Available for companies configured for Accrual books)
• Record Transfer
• Cash

Standard ACH and the payment options supported by subscriptions to Vendor Payment Services (US only), which are available for paying bills, are not available for paying advances.

Bank

The bank account from which the advance payment is drawn.

Reference number/ Document number

For advances with a payment method of credit card, record transfer, or cash, use Reference number/Document number to record an external receipt number, transaction ID, or manual check number.

Attachment

A reference document for the advance. Learn how to add an attachment.

Description

A note about the advance.

Account

The account to which Intacct posts the expense. This field defaults to the account identified as the vendor advances account in the Configure Accounts Payable page.

Transaction amount and Base amount

If your company is enabled for multi-currency, Transaction amount and Base amount appear instead of Amount.

• Transaction amount: The amount you enter in the currency set for this advance.
• Base amount: The amount in the base currency of your company. This is a read-only field that is automatically calculated, using the exchange rate in the header.

For example, if your base currency is USD and you enter a line item for 100 Euro in Transaction amount, then you see 110 USD as the Base amount (assuming a 1.10 exchange rate from Euro to USD).

Amount

Enter the actual amount of the transaction for this item in the base currency of your company.

Dimensions

If you use dimensions, such as department, location, customer, employee, or item, select the corresponding dimension dropdown list and then select the specific value you want. If you preset a default value for a dimension, you can override it here on a line-by-line basis.

Some dimensions might not be set to display by default. To view additional dimensions, select inside any of the visible dimensions, then press Ctrl + down arrow on your keyboard to open the detail tab.

Memo

A note to be stored with the general ledger post.

Total

A running total of the amounts.

Book ID

Indicates the reporting book the journal posts into. This book can be either Accrual or Cash, depending on the reporting method set up in the General Ledger.

Journal

The journal into which the transaction posts.

Journal no.

Select to drill down to the Journal Entries page.

Date

The GL posting date.

Type

The type of posting.

Line no.

The line number represents the line in the journal entry that corresponds to the posting entry of the transaction.

Account no.

The account number of the account to which the transaction posted.

Account name

The GL account to which the transaction posted.

Location

The location assigned to the transaction.

Debit amount

The amount debited from the account.

Credit amount

The amount credited to the account.

Txn currency, Debit txn amount, and Credit txn amount

If the company is enabled for multi-currency, these fields show the currency for the transaction and the debit and credit amounts in the transaction currency.

Base currency, Debit base amount, and Credit base amount

If the company is enabled for multi-currency, these fields show the base currency for the entity and the debit and credit amounts in the base currency.

Memo

The memo for the transaction. This memo could be something that clarifies the reason for the transaction.

Date applied

The date when the advance was applied to the bill

Bill number

The bill to which you applied the advance. Select to drill down to the bill details.

Due date

Select to drill down to the Journal Entries page.

Rec. payment date

The GL posting date.

Total billed

The line number represents the line in the journal entry that corresponds to the posting entry of the transaction.

Total due

The account number of the account to which the transaction posted.

Total applied

The GL account to which the transaction posted.

Vendor name

The vendor linked to this transaction.

Payment date

Date when the advance was paid.

Action

The action taken on the payment request associated with the advance. Potential actions include the following:

• Submitted: The request submitted for approval.
• System Approved: Based on your payment approval configuration, the payment request did not require approval.
• Approved: All required approvers approved payment request.
• Declined: An approver declined the payment request.
• Check printed: You printed the associated check.
• Delivered: You generated the ACH or bank file that included this payment.
• Confirmed: An action was taken to complete the payment.
  What does confirmed mean for each payment method?

  • Checks: You confirmed the check payment after printing it.

  • ACH payments: You confirmed and posted the ACH file.

    If you're using a NACHA-compliant bank file, follow the procedures for bank files.

  • Bank files: You uploaded the Bank file to the portal and confirmed it.
  • Record transfer/EFT: Because you manage these payments outside of Intacct, they are confirmed as soon as the payment request is approved.
  • Credit cards: Because you manage these payments outside of Intacct, they are confirmed as soon as the payment request is approved.
  • Cash: Cash payments are confirmed as soon as the payment request is approved.
• Email payment notice: An automatic notice of payment was sent to the vendor.
• Voided: The payment request was voided.

Name

The name of the user who took the action.

Date

The date when the action was taken.

Comments

The person who approved or declined the bill has the option of leaving a comment to explain their decision. That comment appears here.