In Cleemy Expenses, you can allocate punctual or permanent advances to your employees and track their progress. You can also manage advances using our Anytime banking service (for more information, visit the following page: Anytime Cards).
How it works
Users who received an advance on expenses will automatically have this amount deducted from the reimbursement of their next expense reports. For information, it is important to remind employees submitting expenses that they must wait to enter their expenses until after the advance is recorded in Cleemy Expenses.
Cleemy Expenses then takes over, calculating the amounts to pay and generating all related accounting entries. For a detailed explanation on how accounting works for advances in Cleemy Expenses, refer to the accounting entries help page.
Cleemy Expenses separates accounting by legal entity. An employee may have an advance account in each of your group’s companies. Employees from one group could switch to another subsidiary.
You must make sure to settle advance accounts in the original subsidiary where employees who transferred worked after they submit expenses that occurred prior to declaring their intent. Their new expenses, posted to their new company’s accounting, cannot be used to purge their advance on their former entity.
Description of the viewing and allocation module for advances
Users with permission to ‘Manage advances’ can track punctual and permanent advances from the dedicated module, as well as use the form to create journal entries for advances.
Like all Lucca roles, permission to manage advances granted to a user can be limited to legal entities, departments or specific users.
The advance management interface includes, from left to right and top to bottom:
- A filter bar, where you can select which legal entities’ accounts you want to view.
- Two tabs, where you can switch between permanent and punctual advance accounts
- A list of employees’ advance accounts
- The details of movements on the account selected in the list
Creating an advance journal entry
The ‘Create journal entry’ button opens a form where you can create a journal entry by filling in:
- The legal entity the journal entry will be created on. By default, this field automatically shows the entity you are currently viewing and a message will tell you if the employee does not belong to the selected entity
- Two lines where you indicate the transfer accounts and enter the amounts (the offset amount is automatically filled in)
- A comment, which is included in the email notification sent to the user receiving the advance and in the account’s history
- The accounting date
If you approve an entry with incorrect amounts, you cannot cancel it because the notifications are sent in real time. You must reverse this entry to correct the account balances (in practice, this entails making a reversing transaction).
When a journal entry is created, the affected employee is notified. In the comment, you can specify how they will obtain the funds, for example. Similarly, for repayment of an advance (i.e. the employee pays in cash, sends a bank transfer or you apply a payroll deduction), the employee will not be caught off guard.
Viewing advance accounts
By default, Cleemy Expenses lists the selected legal entity’s unbalanced advance accounts in the filters.
You can show balanced advance accounts by ticking the box under the legal entity filter. You can also show specific employees’ advance accounts, whether balanced or not.
The list of accounts can be sorted by user, the date of the last movement or the account balance. Click on the column titles to do this.
When you click on an account, a history of movements on this account appears. A warning message tells you if the employee no longer belongs to the legal entity this account is linked to.
Permanent and punctual advance accounts work the same way.
From the employee’s point of view
If an employee’s punctual advance account is overdrawn, they will be notified of the amount that will be deducted from their reimbursement when they submit an expense report.
Expense reports with an advance offset indicate the amount deducted from the reimbursement and the net amount of the expense report at the bottom of the list of expenses.
If an expense report is modified after being submitted by the employee, Cleemy Expenses will automatically adjust the amount of the advance offset, if necessary.
In the ‘Expense reports’ tab, each employee can also access their advance account balance in real time.
There are also several other occasions when the employee receives notifications:
- An advance (permanent or punctual) is granted to them
- An advance reimbursement unrelated to a submitted expense report (payroll deduction, making change, etc.)
- An expense is denied, with possible adjustment of the resulting advance balance
- Payment: the deducted advance amount is noted.