Advances screen

The Advances screen shows money given to a person for the road, what they spent and what they paid back. You can add entries and settle what remains.

Before you start #

• Open Fleet, then Advances. The screen opens for the owner, manager, dispatcher and advisor roles.
• You need the person's number.
• The Add an entry form and the settle button appear when your licence includes the Fleet module and allows changes.
• Amounts use the currency from the locale setting.

Steps #

1. Type the Person number and select Show ledger. Until you do, the screen says "Enter a person number to see their ledger."
2. Read Open balance. A positive figure is money the person still holds for the business. "No balance." appears when the ledger is empty.
3. Read the Ledger table: Date, Entry, Amount and Expense. The entry names are Advance, Expense charged, Repayment, Adjustment and Settlement.
4. To add an entry, fill in Add an entry: choose the Entry (Advance, Repayment or Adjustment), type the Amount and set the Date. An adjustment may be negative, such as -5.00. Select Add an entry. The ledger reloads.
5. When the screen shows "This person has an open balance. Settle it before they leave." select Settle the balance. Confirm the question that lists the amounts. A settlement entry brings the balance to zero.

If something goes wrong #

• "Enter an amount such as 12.50, using no more decimals than the currency has." Correct the amount.
• No settle button appears: the balance is already closed, or your licence does not allow changes.
• "Your role may not do this." means your role cannot make the change.