Managing Employee Advance Payments in NetSuite Expense Reports

The 'Advance to Apply' field on an expense report automatically populates when an employee has an outstanding advance payment balance in NetSuite. For instance, if an employee has a $500 advance balance for future travel, selecting their name in the Employee field on an expense report will auto-fill 'Advance to Apply' with $500. If the expense totals $200, the advance balance will decrease to $300. Subsequent expense reports will then auto-fill 'Advance to Apply' with the remaining $300. It is also possible to manually adjust the 'Advance to Apply' field, and NetSuite will recalculate the new balance accordingly.To establish an advance expense balance for an employee:1. Go to Transactions>Bank>Write check.2. Select the Payee as Employee, and choose the Employee who receives the advance payment. Select any bank account.3. Under Expense Tab, select an advance account {Type: Other Current Asset} and enter the advance amount.4. Select the Department of the expense.5. Save the transaction.This process will populate data for advances on expense. Other methods may also exist to create a positive balance in an advance payment account.The 'Advance to Apply' field interacts with the Expense Report in the following ways:- The 'Advance to Apply' amount is deducted from the Total Expense.

Amount to be reimbursed ($) Total Expenses ($) - Advance to Apply amount ($)

• If the 'Advance to Apply' amount is higher than the Total Expense, the 'Advance to Apply' amount will decrease to match the Total Expense.- If the 'Advance to Apply' amount is manually set (and an advance balance exists), and the total expenses increase (e.g., by adding new line items for reimbursement), the 'Advance to Apply' amount will not automatically increase with the Total Expenses, even if a positive balance for advance expenses remains.