Tallie How-To: Cash Advance Workflow in Intacct

Tallie and Intacct offer a first-of-its kind, no-click, real-time bi-directional integration. Below is the recommended process for handling cash advances when using Tallie and Intacct. This guide covers the following:

  1. How to issue an advance in Intacct.
  2. How to create a debit memo.
  3. How to create and pay the cash advance.
  4. How to apply account adjustments before paying the bill.

1. How to issue an advance in Intacct.

Open Intacct and go to Accounts Payable.

Click the plus sign next to Advances to reveal the Create Advance Payment screen.

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Create the payment for your chosen Vendor. Make sure the payment is mapped to the appropriate clearing/holding account.

Note: If not mapped to a specific Advances account, Intacct will use the default offset GL account. You can change the default account on the Configure Accounts Payable screen (see Company > Subscriptions > Accounts Payable > Configure.) To ensure there are no errors after you click Save, be sure to choose a balance sheet account.

Depending on your Payment Request settings, your payment may need to be approved. Your accountant will first need to pay the bill for it to hit the account.

2. How to create a debit memo.

Go to Accounts Payable and click Account Adjustments.

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Click Add.

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You must make sure the following key fields are accurate:

  • The Adjustment Type is set as “Debit Memo.”
  • The Vendor is associated with the user receiving the funds. This should be the same Vendor assigned to the user under Tallie’s People > Mapping page.
  • The GL Account is the same Advance or offset GL account you mapped the advance to.
  • The Amount is the same as the cash advance amount.


Click Save to finish.

3. How to create and pay the cash advance.

After your employee spends the advance, they will submit their expense report in Tallie.

Once it’s approved, Tallie will automatically create a Bill in Intacct (see Accounts Payable / Bills.)

IMPORTANT: Do not pay the bill before completing the next step.

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4. How to apply account adjustments before paying the bill.

Go to Accounts Payable and click Select Bills to Pay.

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Now select the correct Vendor under the From Vendor drop-down. The Vendor should be a) linked to the employee in Tallie, and b) the same Vendor connected to the Debit Memo.

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After you’ve selected the appropriate Vendor, click View.

You’ll see a list of bills alongside a list of applicable credits. Apply them to the Vendor’s bills before issuing payment.

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Input the credit amount to balance.

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Once the advance is applied against the bill created by the expense report, the employee payment is ready for reimbursement.

Want to learn more about our one-of-a-kind, no-click, real-time and bi-directional integration with Intacct? Schedule a 1-on-1 product demo with one of our experts. Or take advantage of our free 14-day trials— no credit card, no obligation.

Petty Cash & Out of Pocket Expenses: Finding the Right Solution for Reimbursable Expenses

Businesses have a number of expense management options. Many involve manual processes, and can put employees in a compromising situation. What’s the best choice for a business that wants to maximize efficiency while minimizing work?

Option 1: Paying expenses out of pocket.

Who it hurts: Mid-level employees, new hires, recent graduates.

Unlike executives, mid- and entry-level employees typically don’t have access to corporate credit cards. Instead, they are often asked to pay out of pocket. While this may not be a problem for high-earners, it can create difficulty for many employees, such as recent grads. In today’s economy, many workers struggle with debt, and simply cannot afford to pay for an entire business trip upfront. They may be unable or unwilling to float major charges on their personal credit cards, and resent being asked to do so.

Option 2: Cash advances.

Who it hurts: Accountants and administrators.

Offering a cash advance to your employees will keep them from having to front their own money. Unfortunately, cash advances are also incredibly time consuming. The documentation and reporting process requires tedious, manual work from your accountants. This is particularly frustrating in busy departments bogged down by numerous requests, especially during complicated projects.

Option 3: Petty cash.

Who it hurts: Accountants and administrators.

Some businesses keep a petty cash drawer as an alternative to their check-writing system. While this does cut down on paperwork, petty cash expenses are hard to accurately track. Without a written record, you won’t know how much of the total amount was actually spent on business. Not to mention, petty cash is impractical for major expenses like airfare. As with cash advances, if the actual expense ends up being more than the cash provided, your employee may be forced to go out of pocket after all.

Is there a better solution?

PEX Card is a prepaid business card that replaces the need for cash advances or petty cash. Cards are kept at a zero balance so you can allocate or remove funds as necessary–all with the click of a button. All purchases appear immediately within Tallie so you can authorize and monitor employee spending in real-time.

Meanwhile, Tallie automates expense management from front to back. Our smart features automatically flag potential errors, duplicates, and policy violations. Tallie even learns to auto-categorize your expenses over time.

To compare:

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Want to learn more about Tallie’s integration with PEX Card?  If you have any questions or comments, feel free to reach out to our Product Expert team at support@usetallie.com or by calling 888-874-1118 Ext 2.

Tallie How-To: Cash Advance Workflow & Expense Reports in QuickBooks Desktop

Automating your expense reports with Tallie is easy. Our bi-directional integration with QuickBooks Desktop forms an intuitive and customizable expense management solution. If you are a QuickBooks Desktop user who wants to create cash advances for your employees, here is the recommended workflow. This article will cover:

  1. How to create a cash advance account in QuickBooks Desktop.
  2. How to create and pay the cash advance.
  3. How to create the credit.
  4. How to apply the credit to the expense report.

1. To create a cash advance account in QuickBooks Desktop:

Open the Lists menu and click Chart of Accounts.

Click the Account button in the lower left corner, then click New.

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Select Other Account Types, then choose Other Current Assets, then click Continue.

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Complete the details for your account (name and description.) We recommend naming it “Employee Cash Advance.”

Click Save.

2. To create and pay the cash advance:

Click on Enter Bills under the Vendors drop-down menu.

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Input the amount you want to pay your employee, then map it to the Employee Cash Advances account.

Click Save and close.

Next, click on Pay Bills under the Vendors drop-down menu.

Check the box next to your newly created bill, then click the Pay Selected Bills button to cut the check.

3. To create the credit:

Click Enter Bills under the the Vendors menu, then select the Credit button.

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Enter the amount of the cash advance, and assign it to the employee. Be sure to map it to your Employee Cash Advances account once again.

Click Save and close.

Check Your Work:  Click Lists and then Chart of Accounts.

Make sure that the Bill and Vendor Credit are both present and that the Employee Cash Advances Account has a zero balance.

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4. To apply the credit to Tallie’s exported bill:

After your employee spends the advance, they will submit their expense report in Tallie. Approve the report to export it to QuickBooks Desktop.

Open QuickBooks Desktop and click the Pay Bills icon on your Home.

Find your employee’s expenses beside their available credit.
• If your employee spent more than the total cash advance, the excess will be paid with the bill.
• If your employee spent less than the total cash advance, the remaining credits can be kept to use later.

NOTE: You may also ask the employee to pay back the difference right away. In some states, terminated employees are not legally obligated to repay any advances or loans to their ex-employers.

Check the box next to the bill, then click Set Credits.

Check the box next to the credit, then click Done.

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Now that the credit is applied, click Pay Selected Bills. The bill should now be marked as paid.

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Want to take advantage of our integration with QuickBooks Desktop? Automate your expense reports with Tallie FREE for 14 days – no credit card or commitment required. Care for a walkthrough by a trained expert first? You can schedule a free Tallie product demo with one of our experts.