Manage Advances

In this help document, you’ll learn the actions you can perform to manage the advances in your Zoho Spend organization.

Edit Advances

If you want to make changes to an existing advance, you can edit it. Here’s how:

• Click Advances on the left sidebar.
• Select the advance that you want to edit.
• Click Edit in the top right corner of the page.
• Make the necessary changes.
• Click Record Advance. The advance will be updated. If the advance has already been applied to a report, the changes will be reflected in the report.

Void Advances

An advance can be voided when it is no longer valid but needs to remain in the system for record keeping.

For example, an advance may be voided if it was issued by mistake, if the employee no longer requires it, or if a planned trip or project gets canceled.

Voiding ensures that the advance cannot be used for settlement while still maintaining a clear audit trail for compliance and reporting purposes.

Here’s how you can void an advance:

• Click Advances on the left sidebar.
• Select the advance that you want to void.
• Click the More icon in the top right corner.
• Select Void Advance.
• Select the Date, Returned to account, and provide a Reason for voiding the advance.
• Click Save.

Export Advances

Advances can be exported in two formats:

• CSV - Comma Separated Value
• XLS (XLSX) - Microsoft Excel

To export advances:

• Click Advances on the left sidebar.
• Select the advance that you want to export.
• Click the More button in the top right corner of the page.
• Select Export from the More dropdown.
• Select the format in which you want to export the advance.
• Check the Include Sensitive Personally Identifiable Information (PII) while exporting box if the advance contains personally identifiable information.
• If you want to secure the purchase requests with a password, check the I want to protect this file with a password option and provide a Password.
• Click Export to export the data into your device.