Advance Release

This page allows you to release the advance to a driver or operator with or without a reference document. This page can be launched from either Trip Log or Equipment Log. Details of the advance released can be recorded here.

Select the “Advance Release” link from the "Trip Log Details / Equipment Log” page.

The “Advance Release” page appears.

Note: Clicking this icon available near certain fields takes you to the help page of the respective field.

Select the following in the header:

Document Type

Use the drop-down list box to either create/modify/view the advance details. The combo is loaded with “Create”, “Maintain” and “View”. The system displays “Create” by default on launch of the page.

Enter the following details in the “Search Criteria”.

Date From	The starting date range of the reference document from which you wish to retrieve the details.
Date To	The ending date range of the reference document until which you wish to retrieve the details.
Code	A unique code identifying the driver/equipment operator.
Ref. Doc. No.	A unique code identifying the Trip Log or Equipment Log reference document.
Total Value	Use the drop-down list box to select the total value. The combo is loaded with “<”, “<=”, “=”, “>=” and “>”. The system displays “=” by default on launch of the page.
Currency	Use the drop-down list box to select the currency. The combo is loaded with all the currencies, which are defined for the login company.

Note: The “Search Criteria” section is visible when the Document Type combo is selected as “Maintain” and “View”

Click the “Search” pushbutton.

Note: If “Document Type” is selected as “View” / ”Maintain”, the system retrieves and displays the advance numbers in “Fresh” status.

The system displays the following details in the “Search Results” group box.

Advance Date	The date on which the advance amount was given.
Advance Amount	The advance amount given to the driver / equipment operator.
User Code	A unique code identifying the driver / equipment operator. This should be “Active” in status.
Name	The name of the driver or equipment operator.
Place Given	The place where the advance was given to the driver or equipment operator.
Advance Remarks	Any remarks pertaining to the advance released.
Advance No	A unique number identifying the advance.
Currency	The currency in which the advance was released.
Settled Amount	The amount settled against the Advance amount by the driver/equipment operator.
Balance Amount	The balance amount to be settled.
Advance Release Status	The status of the advance released to the driver or the equipment operator.
Created By	The name of the person who created the advance details.
Created Date	The date on which the advance details were created.
Modified By	The name of the person who modified the advance details.
Modified Date	The date on which the advance details were modified.
Advance Amount	The sum of all the advance amount released till date.
Settled Amount	The sum of all the amount settled so far.
Balance Amount	The sum of the balance amount pending with the Driver(s) / Operator(s)

The system displays the summary of the advances released.

Advance Amount	The sum of all the advance amount released till date.
Settled Amount	The sum of all the amount settled so far.
Balance Amount	The sum of the balance amount pending with the Driver(s) / Operator(s)

Note: The “Search Results” section is visible when the Document Type combo is selected as “Maintain” and “View”

Click the “Transfer” pushbutton.

Note: The “Transfer” pushbutton is visible when the Document Type combo is selected as “Maintain”.

The system displays the following details in the “Ref. Doc. Details” group box.

Ref. Doc. No.	A unique code identifying the Trip Log or Equipment Log reference document. This should be “Fresh” or “In – Progress” status.
Doc. Type	The reference document type. The reference document type can be “Trip Log” or "Usage Log”.
Status	The trip or equipment log status. The status can be “Fresh”, or “In – Progress”.
From Location	The source location of the log.
To Location	The destination location of the log.
Equipment No.	A unique number identifying the equipment.

Note: The “Reference Document Details” section is visible when the Document Type combo is selected as “Create” / "Maintain".

The system displays the following details in the “Release Advance” group box.

Advance No.

A unique number identifying the advance.

Enter the following details in the “Release Advance” group box:

Date	The date on which the advance is released to the driver / equipment operator. This date should be equal to or greater than the reference document date.
Advance Amount	The advance amount given to the driver / equipment operator. Mandatory.
User Code	A unique code identifying the driver / equipment operator.

The system displays the following details in the “Release Advance” group box.

Name

The name of the driver/equipment operator.

Select the following details from the “Release Advance” group box.

Currency

The currency in which the advance amount is released.

Enter the following details in the “Release Advance” group box:

Place Given	The place at which the advance amount is given to the driver/equipment operator.
Remarks	Any remarks pertaining to advance released.

Note: The “Release Advance” section is visible when the Document Type combo is selected as “Create” / "Maintain".

Click the “Save” pushbutton.

The system creates the Advance Number in “Fresh” status based on the numbering series.

Click the “Delete” pushbutton.

The system deletes the Advance Number.

Note: Only “Fresh” status of the advance number can be deleted.

The “Save” and “Delete” pushbuttons are visible when the Document Type combo is selected as “Create” / "Maintain".