Islamic Relief

AX System and

Enterprise Portal

Support Team

Cash Advance

There are two types of cash advance:

1.Travel cash advance – for those who are travelling local or abroad to cover their travel expenses.

2.Project cash advance – this is for staff to take cash advance for the needs of a project. Usually it is to pay for daily workers in the field for ‘cash for work’ scheme.

Cash advance return and settlement – regardless of which type of cash advance, anyone taking cash advance must:

1. Return the balance of cash remaining within a week of completing the task/ travel.

2. Make settlement by submitting an expense claim (see Expense claim manual) related to the advance.

1.1  Home Page

With the mouse hover over the option Employee Services -> Request Cash Advances

Left click – Request Cash Advances

2.1  Cash Advance overview screen

Explanation of columns:

Cash Advance Request Number / This is the unique reference for an individual cash advance. This reference is traceable in finance and on your individual vendor account.
Cash Advance Status / Options are:
Not Submitted: - Cash advance has been entered, but it can still be changed BEFORE it’s submitted for approval
Submitted: - Gone to be approved, no more user changes possible.
Pending approval: Waiting for finance to approve
Approved: - Approved by finance and ready to be paid.
Paid: (Paid date updated in column 9)
Journey Start Date / Date trip starts
Journey End Date / Date trip finishes
Location / Location of trip
Requested Date / Date cash advance requested
Currency / Currency of cash advance
Requested amount / Value required in currency of advance
Paid date / Date Cash advance paid
Balance / Balance paid, BUT, not yet allocated against an expense report.

3.1  Request Cash Advance Entry

From the Cash Advance overview screen, select New - Cash Advance Request

NOTE:

Fields with a *are required and the request cannot be submitted without this information.

Fields with a black arrow have a pre-defined list of items to choose from.

Explanation of fields:

Requested Date / Date Cash advance required
Location / The place being visited
Note – If you choose ‘multi’ you must put the details of the multiple locations in the note field
Expense Purpose / Type in the reason you need the cash advance.
Note / Put in further information if there is not room in the Expense purpose field
Requested Amount / Value in CURRENCY you will collect your cash advance in.
Currency / Currency of request
Exchange Rate / The rate defaulted from AX (may not be changed)
Journey Start Date / Date trip commences – MUST be equal to or later than today’s date
Journey End Date / Date trip finishes – MUST be equal to or later than Journey Start Date
Posting information / All information below the ‘Posting Information’ line is for finance only.

Once the form is completed correctly – select the OK button and return to the overview screen. The newly created request is at the top, highlighted in blue with a status of ‘Not submitted’.

Now you can highlight your new Cash Advance and click on Submit to submit your cash advance.

4.1  Monitoring progress

When the Cash advance is approved, the requestor can visit finance to receive payment.

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