My Advances
See the cash advances you have requested, how much is cleared, and what is due, and open or edit one.
Goal
See every advance you asked for, track how much you have cleared, and open one to edit or review it.
Before you begin
Before you begin
Steps
Open the list
In the menu choose Expense, then Operations, then My Advances. You see only advances you requested.
Screenshot pending
My Advances list showing advance numbers, purposes, amounts, due dates and status badges
- 1Start a new advance request.
- 2Status badge.
Find an advance
Type in the search box, or choose the Status filter, or use More filters. Choose Reset all to clear them.Start a request
Choose New Advance Request. See New Advance Request.Open a row
Open the row menu and choose View advance. Choose Edit advance to change a draft or rejected request. Both open the same form.
Field reference
Columns
| Field | Type | Required | Details |
|---|---|---|---|
| Advance No | Text | No | Sortable and searchable. |
| Purpose | Text | No | Cut to 80 characters with ... added. Searchable. |
| Requested | Number | No | The amount you asked for. Shown without currency. In the **Sort** menu this column is called Requested Amount. |
| Requested Amount | Sort option | No | The name of the Requested column in the Sort menu. |
| Approved | Number | No | A dash until approved. |
| Disbursed | Date | No | The day Finance paid you. |
| Cleared | Number | No | Total of approved clearance expenses and returned cash. |
| Outstanding | Number | No | Still to be cleared. |
| Due Date | Date | No | The day you must clear the advance by. Sortable. |
| Status | Badge | No | See the status table below. |
| Actions | Row menu | No |
Search and filters
| Field | Type | Required | Details |
|---|---|---|---|
| More filters | Button | No | Opens a drawer with two text filters: Advance No and Purpose. |
| Status | Dropdown | No | DraftSubmittedPending ApprovalApprovedRejectedDisbursedPartially ClearedFully ClearedOverdueCancelled Submitted and Cancelled are offered but never given to an advance. |
The row menu has three items: Copy advance ID (copies the internal ID to your clipboard, with no message), View advance (opens the request form) and Edit advance (Draft and Rejected only; opens the same form). The search box reads Search Advance No, Purpose.... Amounts show two decimals, and a dash when there is no value. Dates read day/month/year. The list loads all advances and filters them in your browser. An empty list shows No results.
Statuses and what happens next
What you see in the list depends on the stage:
| Status | What it means |
|---|---|
| Draft | Saved, not sent. You can edit it. |
| Pending Approval | Sent to approvers. Locked. |
| Awaiting Disbursement | Approved, waiting for Finance to pay you. The Status filter calls this Approved. |
| Rejected | Turned down. Edit and submit again. |
| Partially Cleared | Some of the advance is cleared by expenses or returned cash. |
| Fully Cleared | Nothing is outstanding. |
- DraftPending Approvalwhen Submit for Approval (on the request form) (Requester)
- Pending ApprovalAwaiting Disbursementwhen Approve in the approvals inbox (Approver)
- Awaiting DisbursementDisbursedwhen Disburse (Disburse Advances) (Finance)
- DisbursedPartially Clearedwhen An approved Advance Clearance expense, or returned cash (Automatic)
- Partially ClearedFully Clearedwhen The last of the amount is cleared (Automatic)
You may see these labels in lists or filters, but Winlium never sets them: Submitted, Cancelled.
Two more badges appear after disbursement. A disbursed advance shows Clearance Due and the date (or Disbursed when no due date exists). An advance past its due date shows Overdue and the number of days.
Ledger impact
Ledger impact: Viewing, searching and opening advances
Does not post to the ledger.
Nothing on this screen writes to the ledger. Advances post only when Finance disburses the money. See Disburse Advances.
Approvals
Approvers decide in the approvals inbox. See Workflows and approvals.
Reverse or void
This screen has no delete, no recall and no cancel for advances.
Who can do this
You need the permission to read advances (expense:advances:read). See Roles and permissions.
Nigerian notes
If something goes wrong
No results.
Appears: Empty list
- Why it happens
- You have no advances, or your filters exclude them.
- How to fix it
- Choose Reset all. If you expected an advance, check that your role can read advances.
More in Troubleshooting.