Advance Report
Lists every cash advance with what was requested, approved, cleared, returned and still outstanding.
What it shows
The Advance Report lists the cash advances in your company, one row per advance. Each row shows who asked, the purpose, the amount requested and approved, when the cash was paid out, how much has been cleared by expense claims, how much was handed back, how much is still outstanding, and the clearance due date. A Total row adds up the requested, cleared, returned and outstanding amounts.
When to use it
- You want to see every advance still open for a department or branch.
- Finance needs to know how much staff still owe.
- You want to check which advances are Overdue.
For a view grouped by how late each advance is, use Advance Ageing.
Open the report
In the menu choose Expense, then Reports, then Advance Report. The page heading is Advance Report. Choose your filters, then choose Generate. No filter is required.
Filters
The filters sit in two cards: Filters and Date Range. Choose the small X beside a dropdown to clear it. Leaving a dropdown empty means "all".
| Field | Type | Required | Details |
|---|---|---|---|
| Employee | Dropdown | No | Placeholder "All Employees". Lists every user by name. |
| Department | Dropdown | No | Placeholder "All Departments". |
| Branch | Dropdown | No | Placeholder "All Branches". |
| Status | Dropdown | No | DraftSubmittedPending ApprovalApprovedRejectedDisbursedPartially ClearedFully ClearedOverdueCancelled Placeholder "All Statuses". |
| Date From | Date | No | Placeholder "Pick a date". Future dates cannot be picked. Matches the date the advance was created, not the date it was paid out. |
| Date To | Date | No | Placeholder "Pick a date". Future dates cannot be picked. The end day is not included, see Good to know. |
The Quick Range dropdown (placeholder "Select a range") also appears above the dates. It fills Date From and Date To for you. Its options are: Today, Yesterday, Last 7 Days, Last 30 Days, Last 90 Days, This Week, Last Week, This Month, Last Month, Last 12 Months, This Quarter, Last Quarter, This Year, Last Year and Custom Range. It shows Custom Range after you edit a date by hand.
Columns
Choose which to show with Columns. Advance No. and Employee are always shown.
| Heading | Meaning | How it is worked out |
|---|---|---|
| Advance No. | The advance number, for example ADV0012. | The document number. Always shown. |
| Employee | Who asked for the advance. | Requester name, or "—". Always shown. |
| Department | The requester's department. | Department name, or "—". |
| Branch | The requester's branch. | Branch name, or "—". |
| Purpose | Why the advance was requested. | Text typed on the request. |
| Requested Amount | What the employee asked for. | Amount on the request. Totalled. |
| Approved Amount | What was approved. | Approved amount, or "—" if not yet approved. Not totalled. |
| Disbursed Date | When the cash was paid out. | dd MMM yyyy HH:mm, or "—". |
| Cleared | How much of the advance has been accounted for by expense claims. | Stored on the advance, updated as claims clear it. Totalled. |
| Returned | Cash the employee handed back. | Stored on the advance, updated when cash is returned. Totalled. |
| Outstanding | What is still to be cleared. | Stored on the advance (approved amount less cleared and returned). Totalled. |
| Due Date | The date the advance must be cleared by. | dd MMM yyyy HH:mm, or "—". |
| Status | Where the advance is now. | For example "Partially Cleared". |
Rows are not grouped and not clickable. There are no pages. Click a heading to sort in your browser. Amounts show two decimals with commas and no currency sign. The record count shows below the table. With no match you see "No data returned for the selected parameters." and "0 records".
How to read it
Filter: Status Partially Cleared.
| Advance No. | Employee | Department | Branch | Purpose | Requested Amount | Approved Amount | Disbursed Date | Cleared | Returned | Outstanding | Due Date | Status |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| ADV0012 | Tunde Bello | Operations | Lagos | Site survey trip | 300,000.00 | 300,000.00 | 02 Sep 2026 10:05 | 180,000.00 | 20,000.00 | 100,000.00 | 02 Oct 2026 10:05 | Partially Cleared |
| Total | 300,000.00 | 180,000.00 | 20,000.00 | 100,000.00 |
ADV0012 was approved for ₦300,000.00 and paid out on 02 Sep 2026. Tunde has cleared ₦180,000.00 with expense claims and handed back ₦20,000.00. That leaves ₦100,000.00 (300,000.00 less 180,000.00 less 20,000.00). It was due on 02 Oct 2026, so it is already late. The Approved Amount has no total, so the Total row leaves it blank.
Screenshot pending
Advance Report with the filter cards, the report toolbar and a results table with Cleared, Returned and Outstanding columns
- 1Choose filters. Leave a filter empty to include everything.
- 2Outstanding is what the employee still has to clear.
- 3The Total row adds up the money columns.
Export and print
All five Expense reports share the same toolbar. Choose Generate first. Until you do, Email, Print and the download options only show the message "Generate a report first" (the CSV and Excel options say "No data to export").
| Button | What it does |
|---|---|
| Columns | Opens a list of every column. Tick the ones you want. Columns marked "(required)" cannot be unticked. |
| Generate | Runs the report. |
| Opens the Email Advance Report box. Type an address in Recipient email and choose Send. The report goes as a PDF attachment. You see "Report sent to" the address, or "Failed to send report". | |
| Opens the report in a preview window and saves a landscape PDF. Winlium does not use the browser print box. | |
| Download | Opens a menu: This page (CSV), This page (Excel .xlsx) and This page (PDF). The PDF is the same as Print. |
| Reset | Clears every filter, hides the results and restores the default columns. |
CSV and Excel files contain only the columns you ticked, plus a totals row where the report has totals. Files are named after the report and the date, for example advance-report-2026-10-06.csv. Column headings in CSV and Excel come from the field names behind each column, so they can differ from the headings on screen. For example the first column is headed Advance Number in a file but Advance No. on screen; Requested Amount and Approved Amount are headed Requested and Approved.
After you choose Generate, the report starts with a header block: the company name in capitals, the report title, Report ID, Date, Prepared By and Period. The Report ID looks like RPT-EXP-482. Winlium builds it from the clock when you generate, so it is not a stored number and two reports can show the same one. If no company name is loaded, the header shows the text SPLENDIDCOMM TECH LIMITED. Period shows the dates you chose, or "All dates". The filters you chose other than dates are not printed in the header.
Good to know
- Dates match the day the advance was created, not the day the cash was paid out or the due date. You cannot filter by disbursement or due date.
- Overdue is a status stored on the advance by a scheduled job in Winlium. The report shows whatever status is stored.
- Anyone who can open this report sees every employee's advances and purposes.
- If the report fails to load, the table stays empty with no error message. Choose Generate again.
Who can see it
Custom role with Expense: Advances: ReadNeeds the permission expense:advances:read. The filter dropdowns also read users, departments and branches; without those permissions they stay empty. Today only the Owner standard role holds Expense permissions, so everyone else needs a custom role. See Roles and permissions.