English
Funding
Funding says how each person gets the money they spend in the field, and when each period closes it settles what was handed out against what was justified.
Where it is: Finance → Funding, with Reconciliation and Advances. Who sees it: those who can read expenses; settling, approving and depositing advances is for finance. Plan: Expenses and mileage module.
The three ways of funding
| Way | How it works | What's settled |
|---|---|---|
| Reimbursement | They pay out of pocket and are reimbursed through payroll when a claim or fill-up is approved. | Nothing. |
| Card with an allowance | They pay with a company card up to an allowance per period. | What's left is unused limit; what they go over is company money they may owe. |
| Advances | They ask for the money first, it's deposited, and they justify it with fill-ups and claims. | What's left they must return; what they spend over it came out of their pocket. |
The default way, the allowance, the period and what's suggested in each case are set in Platform settings → Funding. On each person's page (How they are funded) another way or allowance can be set (The organization's default).
Reconciliation
Pick the Period (Previous period / Next period). At the top:
| Total | What it is |
|---|---|
| To settle | People with a difference to close, and how many are overdue. |
| Owed by people | Leftover advances and card overspends. |
| Owed to people | Spent beyond their advances. |
| Waiting for review | Fill-ups and claims not yet approved. |
Per person: Funding, Handed out, Justified, Waiting for review, Difference (Even, Holds $450.00 to return, Spent $120.00 of their own, $800.00 of the limit unused, $200.00 over the limit) and state:
| State | What it means |
|---|---|
| Period running | It hasn't closed yet. |
| To settle | Closed; there are days for late receipts (5 by default). |
| Overdue | Those days passed without settling. |
| Settled | Closed. |
| Reimbursed | They're reimbursed; there's nothing to settle. |
A person's statement
| Section | What it holds |
|---|---|
| Money handed out | The Period allowance, each Advance deposited with its reference, and what was Carried in from the previous period. |
| Fill-ups and claims | What was paid with company money: each fill-up (Fill-up · ABC-123) and claim, with what's Justified. Pending items don't count until reviewed. |
| How they are funded | Their way and allowance (or the defaults) and notes. |
| Advances | Theirs. |
| Settled periods | The history. |
| Settle | See below. |
Settling the period
Pending fill-ups and claims must be approved or rejected first. Then Settle as:
| Resolution | When | What happens |
|---|---|---|
| Nothing to settle | No difference. | Nobody owes anything. |
| Returned by deposit | They have money left over. | Asks for the Deposit reference (as the bank printed it) and the bank fee. If the person already declared a return from the app, Settle with this deposit. |
| Carried into the next period | They have money left over. | The leftover opens the next period and is justified there. |
| Deducted from payroll | Money left over or over the allowance. | A deduction is added to the next payroll. |
| Forgiven | The company absorbs the difference. | |
| Reimbursed | They spent more than their advance. | The excess is reimbursed in full in the next payroll. |
| Reimbursed up to the cap | They spent more than their advance. | Reimbursed up to the organization's cap; the person absorbs the rest. |
| Not reimbursed | They spent more than their advance. | The person absorbs it. |
The resolution the organization defines is suggested. Settle the period — It can't be changed afterwards.
Advances
Money asked for before spending it, for those funded by advances. People ask for it from the app; finance can record one on someone's behalf with New advance:
| Field | What it is |
|---|---|
| Person | Someone funded by advances. |
| Amount asked | |
| Purpose | What it's for, as it will be justified (Fuel for the Monterrey route, week 40). |
| Note |
| State | Next step |
|---|---|
| Requested | Approve (with the Amount granted: it can be less than asked) or Turn down (the person sees the reason and can ask again). |
| Approved, not deposited | Record deposit: Deposit reference (SPEI 0123456789) and Deposited at (empty = now). From that day it counts as money handed out and must be justified in that period. |
| Deposited | Justified with fill-ups and claims paid with An advance. |
| Turned down / Withdrawn | Nothing is deposited (Withdraw cancels a requested one). |
By default, a new advance waits until the previous one is deposited, turned down or withdrawn. With strict limits, a fill-up or claim beyond the advance or allowance is rejected when logged; with compare (the default) it's accepted and shown at settlement.