Depending on how T&E Express is configured for each company, cash advances move to "To Report" status automatically or must be changed manually.
This functionality applies to the cases where cash advances are moved to "To Report" manually.
Approved Cash Advance: Once a cash advance is approved by Finance/Treasury, an icon automatically appears at the beginning of the row in the cash advance history. By default, the icon will be gray, indicating it is "Preparing Funds."
The "Preparing Funds" status will only be visible to the Accounting team.
Change to "Pending Withdrawal": Once the money is ready for withdrawal, when Finance/Treasury clicks the button, the following statuses will be displayed.
When "Pending Withdrawal" is selected, a confirmation alert will be shown with the message:
"Are you sure you want to change the status? Yes / No."
Upon confirming, the icon will turn blue. At the same time, the requester will receive a notification, both by email and within T&E Express, informing them that the requested cash advance is now ready for withdrawal.
This status is visible to both the Accounting team and the requesting user and their respective functional approvers.
Every action taken on the icon, such as the change to "Pending Withdrawal," is automatically recorded in the system, including the name of the user who performed the action, the date, and the time. This keeps a complete history, ensuring traceability and control over all actions taken.
This way, cash advance control becomes visual and simple, making it easy to quickly identify which cash advances are being prepared and which are already ready for withdrawal.
Paid Status: Once the cash advance has actually been paid to the requester by Finance/Treasury, its status must be updated to "Paid."
When this status is selected, a confirmation alert will be shown with the message:
"Are you sure you want to change the status? Yes / No."
Upon confirming, the icon will turn green, indicating the cash advance was paid correctly.
This status is visible to both the Accounting team and the requesting user and their respective functional approvers.
Every action taken on the icon, such as the change to "Paid," is automatically recorded in the system, including the name of the user who performed the action, the date, and the time. This keeps a complete history, ensuring traceability and control over all actions taken.
This way, the full cash advance lifecycle is tracked, from request to payment.
It's important to note that status changes can be made as many times as needed.
It's possible to move to "To Report" status without going through the icon, so this functionality does not prevent Finance/Treasury from continuing to operate without restrictions.
For more information on how to move a cash advance to "To Report" status, you can check the following guide: Change Cash Advance Status to "To Report."
