Advance Tracking

This activity allows you to generate the settlement number and track the advances given to the driver or equipment operator. For a particular advance number, you can map the amount. You can also view the advance details in the “Advance Summary” group box.

Select the “Advance Tracking” activity from the "Operational Billing" business component.

The “Advance Tracking” page appears.

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

The system displays the following details in the header.

Status

The status of the advance settlement. The status can be “Fresh” or “Confirmed” or "Deleted".

Enter the following details in the header:

Document No.	A unique number identifying the advance settlement.
User Code	A unique code identifying the driver / equipment operator. This should be “Active” in status.

The system displays the following details in the header.

Name

The name of the driver / equipment operator.

Select the following from the header:

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.

Enter the following details in the header:

Settlement Upto

The date until which the settlement has been made.

Click the “Get Documents” pushbutton.

Based on the User and Currency combination, all the unsettled advances taken by the user is retrieved along with the amount details In the Utilization Details grid, all the log details are retrieved, with the details of the expenses incurred by the user. A summary of all the Advances taken by the User can also be viewed.

Select the following from the header.

Advance No.

Use the drop-down list box to select the advance number. The system displays “Blank” by default on launch of the page.

The system displays the following details.

Advance Amount	The advance amount given to the driver/equipment operator.
Date	The date on which the advance was given.
Settled Amount	The settlement amount to the driver / equipment operator.
Mapped Amount	The amount mapped against an expense.
Balance Amount	The balance amount in the advance to be settled.

Click the “Search” pushbutton.

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

Log No.	A unique number identifying the trip/equipment log.
Equip No.	A unique number identifying the equipment used for the log.
Activity	The activity against which the expense is incurred.
Expense Date	The date on which the expense was incurred.
Expense Type	The type of the expense incurred.
Amount	The expense amount associated with the expense type.
Currency	The currency in which the expense is incurred.
Settled Amount	The settlement amount to the driver/equipment operator.

Enter the following details in the “Utilization Details” group box:

Mapped Amount	The amount mapped against an expense.
Notes	Any remarks pertaining to the settlement.

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

Planned Amount	The amount planned against the expense type.
Remarks	Any remarks pertaining to the expense.
Bill No.	A number identifying the bill.
Transaction Type	The type of the transaction. It can be either "Trip" or “Usage".

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

Date	The date on which the advance was given to the driver or the equipment operator.
Advance No.	A unique number identifying the advance.
Advance Amount	The advance amount given to the driver or equipment operator.
Settled Amount	The amount, which has been settled by the driver or equipment operator.
Mapped Amount	The amount mapped to be settled.
Balance Amount	The balance with respect to the advance amount. Balance Amount = Advance Amount – Settled Amount
Remarks	Any remarks pertaining to the advance amount.
Currency	The currency for the advance amount.
Ref. Doc. No.	A unique number identifying the transaction against which the advance was released.
Ref. Doc. Type	The reference document type. It can be either "Trip Log" or "Usage Log".

Click the “Save” pushbutton.

The system generates the Settlement Number in “Fresh” status based on the numbering series.

Note: At least one row in the “Utilization Details” multiline should contain mapped amount greater than zero.

Mapped Amount should be equal to or lesser than the Expense Amount

Sum of Mapped Amount should be equal to or lesser than the Balance Amount of the selected Advance Number.

Click the “Confirm” pushbutton.

The system updates the Balance Amount and confirms the Settlement Number.

Note: At least one row in the “Utilization Details” multiline should contain mapped amount greater than zero.

Sum of Mapped Amount should be equal to or lesser than the Balance Amount of the selected Advance Number.

Click the “Delete” pushbutton.

The system deletes the Settlement Number and updates the status as “Deleted”.

Note: Only “Fresh” status of the Settlement Number can be deleted.

To proceed, carry out the following

Select the “Attach Notes” link at the bottom of the page to specify notes details.
Select the “Trip Log” link at the bottom of the page to log the trip actuals.
Select the “Equipment Log” link at the bottom of the page to log the equipment actuals.

The system displays the following details in the “Data History” group box.

Created By	The name of the person who created the details.
Created Date	The date on which the details were created.
Modified By	The name of the person who modified the details.
Modified Date	The date on which the details were modified.