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    Autonomous Management · Finance and cash

    Autonomous Order and Business Advance Management

    Order advances are tied to their order and business advances to the person who receives them. An advance is approved, paid and closed on its own when the invoice or the approved expense arrives. Payment, offsetting and accounting records are created automatically.

    Works in every package together with the related module. In NUCLEO, accounting records go to your accountant by data transfer.

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    How it differs from other ERPs

    The same work, done two different ways.

    In other ERPs

    • The advance is entered as a payment on its own, and the order it belongs to is noted separately.
    • When the invoice arrives, someone looks up the advance and matches it by hand.
    • The transfer entry that closes the advance is prepared separately.
    • Business advances and the employee’s spending are kept in different places and offset by hand.
    • Open advances are found at period end by comparing lists.

    In Factorbooks

    • When you create the order you tick Order with Advance and set the advance rate or amount.
    • When an invoice is entered or received, the advances tied to the order appear and are matched automatically.
    • Once the invoice is posted, the transfer entry that closes the advance is created automatically.
    • Expenses approved in the Expense Module are deducted from the business advance automatically.
    • Paid, offset and open advances are visible per order and per person at any time.

    What happens when you pay an advance on a purchase order?

    From the order to the invoice, these steps run on their own.

    1. The order is marked for an advance

      You tick Order with Advance and set what share of the order amount will be paid in advance.

    2. The advance is paid

      The advance goes through approval and financial checks. It is paid by bank, cash or credit card, and can be in a different currency.

    3. It shows in the cash flow

      The advance flows into the cash flow and can be followed in the payment lists.

    4. The invoice meets the advance

      When the supplier’s invoice arrives, the advance tied to the order appears and is matched automatically.

    5. The advance is closed

      Once the invoice is posted, the transfer entry that closes the advance is created automatically.

    Which work runs autonomously?

    You enter the record; Factorbooks does the work below for you.

    Order advances

    Advances tied to orders
    On sales and purchase orders, the advance is set as a share of the order amount or as a fixed amount.
    Different currencies
    An advance can be paid in a currency other than the order’s. Its value in the order currency is tracked and matched when the foreign currency invoice arrives.
    Bank, cash and credit card
    Approved order advances can be paid by bank, cash or credit card.
    Tracking open advances
    Paid, offset and not yet closed advances are tracked per order.

    Matching and closing

    Invoice, order and advance matching
    When a sales or purchase invoice is entered or an incoming invoice is received, the advances tied to the order appear automatically.
    Offsetting by document
    Advances are linked to invoices and other documents, and matched and offset in the advance accounts.
    Closing on their own
    When invoices and documents arrive, advance balances are matched and closed under the defined rules.

    Business advances

    Who can request one
    Employees, partners and board members can request a business advance.
    Approval and payment
    Requests go through the defined approval steps. Approved advances are paid by bank or cash.
    Expense Module link
    The person who received the advance records their spending in the Expense Module.
    Automatic offsetting
    Once expenses are approved, the business advance is closed by the approved amount.
    Remaining advance per person
    Spent, offset and open amounts are tracked per person.

    Accounting and cash flow

    Separate advance accounts
    Order advances for materials, services, tangible and intangible fixed assets are kept in separate accounts.
    Transfer entry
    Once the incoming invoice is posted, the transfer entry that closes the order advance is created automatically.
    Automatic records
    Financial movements and journal entries for requests, approvals, payments, expenses and offsets are created automatically.
    Cash flow and payment lists
    Order advances flow into the cash flow and can be followed in the payment lists.

    What it gives your business

    • A controlled advance processOrder, business and employee advances run in separate processes, so it is clear who follows up on what.
    • Protection against unauthorised paymentsApproval and financial checks lower the risk of unauthorised or wrong advance payments.
    • Automatic offsettingAdvances close on their own against invoices and approved expenses. Manual tracking and reconciliation go down.
    • Fewer open advancesOpen advances are tracked by person, order and amount, so long-open advances do not slip by.
    • Tracking by currencyAdvances paid in another currency are tracked with their value in the order currency.
    • Posted to the right accountsAdvance accounts split by transaction type support cost and financial reporting.
    • Cash and budget controlPlanned advance payments and open balances are weighed together with the cash flow.
    • Traceable recordsPayment, spending, offsetting and accounting records are linked. Audits and reporting get easier.

    The Factorbooks approach

    In Factorbooks, managing advances is more than making payments. Setting up the advance per order or per person, approving it, paying it, offsetting it against the invoice or expenses and posting it all run on their own and stay connected. Finance, purchasing, sales and accounting share the same process.

    Modules where this runs

    The autonomous process described here runs inside the catalog modules below.

    Advance Management

    Order advances received and paid, salary advances and business advances.

    Frequently asked questions

    Can an advance be paid in a different currency from the order?

    Yes. The value of the payment in the order currency is tracked, and matching is done on that basis when the foreign currency invoice arrives.

    How is a business advance closed?

    The person who received it records their spending in the Expense Module. Once the expenses are approved, the advance is closed by the approved amount and the rest stays visible.

    Who can request a business advance?

    Employees, partners and board members. Requests go through the defined approval steps and are then paid by bank or cash.

    Other autonomous modules

    All autonomous modules

    See it with your own data

    We will set the scope and the package together, based on your transaction volume.

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