Troubleshoot AP advances

The following topic explains common problems that you might encounter and their solutions.

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You can void an advance if the advance has been paid and has not been applied to any bills. Learn When can I unapply, void, or delete an advance?

If the advance has been paid and you still do not see the void link, verify the following:

  • You have AP Advances void permissions.
  • You're in the same entity where the advance was created.
  • The advance is not in a Draft state.

    Instead of voiding draft advances, you can delete them, if you have AP Advances delete permissions.

How you unapply an advance depends on whether you applied a payment at the same time as the credit, and where the payment is in the payment cycle.

Scenario Solution

Advanced applied without accompanying payment

Unapply the credit in Posted payments

Advance applied with a payment and payment is not complete

In this case, the bills to which you applied the advance are still in a Selected state. Cancel the payment request to deselect the bills and the credit.

Advance applied with payment and payment is complete

If the credit is not showing up as expected when you pay bills from the same vendor, check the following:

  • Was the advance paid?

    The Advance state needs to be Advance paid or Partially applied for the credit to be available.

  • Have you enabled the restriction to limit credit to owning entities?

    If so, the credit will not be available when paying bills in other entities or at the top level.

  • Was the advance created in a different entity?
  • Are you paying from the top level?

This can happen when the bank you select for payment is owned by another entity and you have not defined the inter-entity mapping for these two entities.

To resolve this, you can do one of the following:

  • Select a bank for payment that is owned by the same entity where you create the advance.
  • Select a bank for payment that is owned by an entity where you have inter-entity mapping defined.
  • Define inter-entity mapping between the entity where you created the advance and the entity where the bank is owned.

This happens when you create an advance that includes a line item for a restricted department or entity, or edit a declined advance to add a restricted location.

The workaround is to have a user who is not restricted create the advance.