I. ADVANCE

1. Advance for a Specific Shipment

Step 1: Go to Operation → Shipment → Select the shipment → View

Step 2: Select Advance & Reimbursement → Advance tab → + Add New

Step 3: Enter the required information

• Recipient Type: System default is Staff

• Select Staff: System auto-fills the creator’s name (you may select another staff)

• Due Date: Deadline for settling the advance

• Currency: Payment currency

• Amount: Advance amount

• Description: Reason for the advance

Step 4: Click Save to complete.

        Note: 

1. After an Advance is created, you may View, Confirm, Edit, or Delete the entry depending on your permission.

2. Status Explanation:

• Pending: Newly created advance; can still be edited or deleted if permitted

• Approve: After being Confirmed; cannot be edited

• Paid: After Accounting records the payment (Record).

  To delete a Paid Advance, you must first delete the Record entry.

3. Each Advance will display its related Reimbursement ID after reimbursement is created.

2. Advance Not Linked to a Specific Shipment/Advance for Multiple Shipments

Step 1: Go to Accounting → Revenue & Cost → Advance → Add New

Step 2: Enter required information

• Recipient Type: System default is Staff

• Select Staff: Auto-fills creator’s name (can be changed)

• Due Date

• Currency

• Amount

• Description

• Related Shipment: Select the shipments related to this advance. → Can be left blank if no shipment is confirmed yet.

Step 3: Click Save

Step 4: To update or add related shipments later → click the arrow next to View → Edit → add shipments.

    II. REIMBURSEMENT

1. Enter Actual Costs into the Shipment

Step 1: Go to Operation → Shipment → Select shipment → View

Step 2: Go to Billing & Costing → Cost tab → + Add New

Step 3: Enter the required information

• Recipient Type: Select Staff

• Select Staff: Staff who is requesting reimbursement

• Select Invoicing Information:

  • If the staff is the final payee → skip

  • If the staff is only an intermediary → select the actual provider/payee

• Received Invoice #: Invoice number issued by the Provider

• Currency

• Created Date

• Due Date

• Payment Method

Enter charge details:

• Case 1: Price already exists in Price tab: Click +Charge to load the predefined charges

• Case 2: Price not available: Click Custom to manually enter charges

Number Decimals: Default is 2 decimal places → adjust using (+) or (–)

Exchange Rate Settings:

• Click Change to adjust the exchange rate

• Click Use currency system exchange rate to use system default (set at: Setting → Library → Exchange rate)

Attachments: Upload related supplier invoices (Debit Note / Invoice)

Note: Use Pay-Collect on behalf for Pay/Collect charges. 

2. Create a Reimbursement for a Shipment

After all shipment costs have been entered:

Step 1: Go to Advance & Reimbursement → Reimbursement tab → + Add New

Step 2: Check the reimbursing staff name. If correct, the system will automatically match related Advances and Costs and calculate the reimbursable amount.

Step 3: Click Save to complete the reimbursement entry.