Advance Cheque

Hello,

Ward Christmas party is coming up and it's a huge expense. We gave a money advance for food and supplies. Is there any special way to record an advance? or is it just recorded like normal under the expense form on MLS and then edited after I get receipts?


Thanks,

You handle it the same except that if there are unused funds after everything is purchased then the remainder should be included in a donation batch and credited to the appropriate Budget category. You'll want to make sure to get all receipts and include a copy of the donation slip with the documentation for the advance. When cutting the original check enter the description and category for the event just as if it were a reimbursement. Unless there the advance is split between more than one category and you have to adjust the split (which I wouldn't recommend), you shouldn't have to edit the expense. Just be very careful to get all the documentation because auditors pay particular attention to advances.