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Advance Reports Journal

A list of advance reports for a period: who reported and for how much — in the document currency and in the base currency — and, with the "Detail" box ticked, by expense article as well. It answers "who spent how much on account this month, and on what". The same report as "Expenses Journal" in SERP.

Where to find it: Modules → Expenses → Reports → Advance Reports Journal

The journal is built from Advance Report documents: it shows what employees have reported, not how much they still owe. Handing out cash on account (a cash out) and returning the unspent balance (a cash in) do not appear here. An employee's outstanding advance is the advance account (the employee's own account from their settings, otherwise the general one, usually 372) in the trial balance per account.

Parameters

  • Period — by the document's transaction date. It applies only when both dates are filled in; empty — all documents. A start later than the end — refusal "Incorrect period".
  • Number — a single number or a range with a colon: 12:20 (bounds included). Not a positive whole number, or a reversed range (20:12) — refusal "Document not found".
  • Employee — the user login, an exact match with the document's "Employee" field. An unknown login — refusal "Employee not found".
  • Object — a document is listed if the object is in at least one row. A row with several comma-separated objects is found by any of them. Only those rows then go into the document's sum. Advance reports do not keep header objects — only rows are looked at. An unknown code — refusal "Object not found".
  • Not OKed / OKed — only unposted or only posted reports. Both boxes or neither — all.
  • Detail — each document's rows under it: expense article, account, objects, description, sum. With an object filter — only that object's rows, the same ones as in the sum.

What you get

Documents are listed in ascending number order. Each document line shows the number (a click opens the report itself), transaction date, employee and their name, sum, currency and sum in base currency.

A document's sum is the sum of its rows, and with an object filter — only of the rows that carry the object. The base-currency sum is calculated per row, as in the document itself: each row is converted at the document's rate and rounded separately, then the rows are added up.

At the bottom there is a "Total in" line with the currency code for each currency (the sum and its base-currency equivalent) and a "Total in Base Currency" line for all documents.

The report also exports to Excel, with the same columns and total captions as on screen.

Worked example

An illustrative example. Advance report No. 7 of 01/10/2026, employee IVANOV, currency UAH, two rows:

Expense article Objects Sum
TRAVEL KYIV 1200.00
FUEL CAR1,KYIV 800.00
  • no object filter — the document with a sum of 2000.00;
  • object CAR1 — the same document, but the sum is 800.00: only the fuel row goes into it;
  • object KYIV — sum 2000.00: both rows contain KYIV (the second one in a comma-separated list);
  • an object that is in no row — the document is not in the journal at all.

Had the document been in dollars at a rate of 41.50, then with ordinary rounding to cents ("half up") a row of 10.01 USD would give 415.42 in the base currency (10.01 × 41.50 = 415.415 → 415.42), and two such rows — 830.84, not the 830.83 you would get by rounding the sum. Another mode in the Rounding setting gives other cents — the same ones as in the document.

Typical situations

A check before closing the month. Tick only "Not OKed": these are reports employees have handed in that are not yet in the books — the money is spent, the expenses are not recognised and the employee's advance account is not cleared.

Expenses for one car or project. The object filter collects every report where the object appears and counts only its rows — the journal total equals the spend on that object. The other rows of the same documents are left out of the sum; with "Detail" you see exactly which rows were counted.

One employee's reports. The "Employee" filter takes the login, not the full name: "IVANENKO", not "Peter Ivanenko". The name in the journal comes from the document. With "Detail" you also see what exactly the money went on.

A business trip in another currency. A document in euros gets its own total line for EUR — the sum in euros and its base-currency equivalent at the document's rate. The grand total is in the base currency only.

The journal is empty although there are reports. Most often it is the period: the journal judges the date of the advance report itself, not the receipt dates. A report drawn up on 2 September for August expenses will not appear in the August journal.

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