ITILITE empowers your employees to manage their finances effectively by easily requesting advances for upcoming business expenses. As an admin, understanding this process helps you support your team and configure advance policies seamlessly.
Table of Contents
Step-by-Step Guide
Employees can easily create an advance request in ITILITE by following these steps:
- From the sidebar navigation menu, click the Expense tab to access your expense management tools. Then, select the Advances tab to view all your current and past advance requests.
- To start a new advance request, click the + Create advance button. This will open the advance creation form, where you can enter all the necessary details for your request.
- In the form, begin by entering a clear Name of the advance or reason for your request. Next, click the Type category name dropdown and select the appropriate Advance Category that best describes the purpose of the advance.
- Enter the exact Amount you are requesting for the advance. Then, specify the Required by date, which indicates when you need the funds to be available.
- Provide a detailed Reason for your advance request in the designated field. Ensure all fields marked with an asterisk (*) are filled, as these are mandatory for submission.
- Once all mandatory fields are completed and you've reviewed your request, click the Submit advance button. Your advance request will then be sent for approval according to your organization's configured workflow.
Pro-Tips & Guardrails
NOTE: As an admin, you have full control over advance categories and mandatory fields. Navigate to Organization > Settings > Advances/Category to configure these settings, ensuring employees provide all necessary information for their requests.
PRO-TIP: Every advance request submitted by an employee follows your company's configured advance approval workflow. This ensures that requests are reviewed by the appropriate approvers before moving to payout.
NOTE: In exceptional operational scenarios, finance admins or ITILITE support can create advances directly in a "Paid" state via API. This method requires specific data fields like employee email, advance name, category, amount, purpose, and required-by date. These advances will appear in the Payout > Paid section for the user.
Verification & FAQs
After successfully submitting an advance request, you will see a confirmation message, such as "Advance created successfully." The advance will then appear in your "All Advances" list with the status "Awaiting Approval," indicating it has been sent to the designated approver.
A: Once an advance is submitted, it enters your organization's defined approval workflow. After all necessary approvals are obtained, the advance moves to a payout stage, and the funds are disbursed to the employee.
Q: Can admins create advances directly for employees?
A: While the standard process is employee self-service, finance admins or ITILITE support can, in special cases, create advances directly in a "Paid" state via API. This is typically for bulk or exceptional scenarios and requires specific data inputs.
Q: Where can I configure advance categories and mandatory fields?
A: As an admin, you can configure advance categories and mark fields as mandatory by navigating to Organization > Settings > Advances/Category within ITILITE. This allows you to tailor the advance request form to your company's specific needs.
Q: Why might an employee not see the 'Advances' section?
A: If an employee cannot see the 'Advances' section, it's likely due to the Advance module not being enabled for your organization, or the employee's role not having the necessary permissions assigned. An admin can verify and adjust these settings.
Q: Can an advance be linked to an expense report immediately after creation?
A: No, an advance can only be linked to an expense report once it has been fully approved and moved to a "Paid" or "Outstanding" state. Advances that are in draft or pending approval status are not yet available for application against reports.
Was this article helpful?
That’s Great!
Thank you for your feedback
Sorry! We couldn't be helpful
Thank you for your feedback
Feedback sent
We appreciate your effort and will try to fix the article