Adjusting for overpaid advances

If you received advance payments that turned out to be greater than the actual expenses you incurred, then you must make adjustments on your expense report.

In the instructions that follow, we assume that you have already created and opened the expense report, and that you have already entered the date for the expense item with an overpaid advance payment.

To enter negative amounts to adjust for overpaid advance payments on an expense report

1. For the date and category where the advance payment exceeded actual expenses, enter a negative amount for the difference. Note that you cannot assign a payment type to an expense item when you enter a negative amount.

2. On the same date, for the category used to offset negative amounts, enter the amount to offset, then click to the right of the cell. The Expense Detail screen appears.
   
   Note: e-xpense does not allow your total expense amount due to be less than zero. This means that your negative and offset entries must balance.

3. The Expense Type field defaults to Out of Pocket. Select one of the following options from the dropdown list to indicate whether to debit petty cash or a checking account for money returned.

• Cash Advance

• Check Advance

4. If you select Check Advance, the Check Number field appears. Enter the advance check number.

5. If you select Cash Advance, the Cash Transaction Number field appears. e-xpense automatically sets the display-only cash advance tracking number.

6. Click OK to return to the Edit Expense Report screen.

7. Repeat these steps as needed to adjust for additional overpaid advances on the expense report. e-xpense uses the same check number or cash advance tracking number for all adjusted pre-payments that you make on the expense report. If you change the check number for one item, then e-xpense changes it for all items on the report that were pre-paid by check.

8. When you are finished, click Save on the expense report.