Finance administrators and department staff use the OBI Advances - Force Cleared report from OBI Dashboard: Expense Requests and SU Card Activity (ERR) to locate advance transactions that have been force cleared, usually due to aging. Learn more in:
Find Force Cleared Advance Transactions
Before You Start
- Have authority to see the relevant credit card transactions in OBI Financial Reporting using the Expense Requests and SU Card Activity (ERR) Dashboard >Advances -Force Cleared report
- Know the scope of desired selection criteria, usually the department org code
- Know the GL Period range that encompasses the desired force clear cycle(s)
- Go to OBI Financial Reporting
- Enter SUNet ID and password, if prompted
- Select the Dashboards menu from the toolbar
- Select Expense Requests and SU Card Activity from the dropdown
- Select Advances - Force Cleared on the dashboard home page
- Enter the First GL Period Name and Last GL Period name in the format MMM-YYYY
- Enter other selection criteria as desired, e.g. the Organization (department org code), or Supplier Name (the person who received the advance)
- Select Apply
- Identify the force clear charges
The report will return all invoice transactions related to a force cleared advance. These transactions are all in the invoice subject area, while expense requests reporting will only have the original advance and any ERs applied to it.
The numbering convention of the invoice numbers is as shown below. Not all force clears will be related to an expense request or returned advance monies.
Below is an example of a force clear report with multiple transaction types. A traveler received $1,000 to spend on a trip, and the system charged that amount to the guarantee PTA as an advance. The traveler spent $600, and an expense request posted that amount to a PTA paying for the activity while also clearing $600 from the guarantee PTA. The traveler returned $300 of the $400 of unspent money, clearing $300 more from the guarantee PTA but leaving $100 unaccounted for. When too much time passed, a force clear sweep process posted a $100 credit to the guarantee PTA, bringing the balance to zero while also charging $100 to the AP Default PTA for the advance and an additional processing fee.
The force clear transactions’ AP Invoice Number is the Advance Number appended with FC. The force cleared advance charges appear as positive numbers with FC at the end of the invoice number.
GL Period Name | AP Invoice Number | Type | AP Invoice Descriptive Text | PTA Number | Expenditure Type Long Name | AP Invoice Amount | Notes |
APR-2020 | ADV1111111 | Advance | Original advance business purpose | 1234567-111-ABCDE | 11540-ADVANCE | $1,000 | Original advance temporarily charged to a PTA as net investments |
May-21 | ER1234567 | Expense Request | Business Purpose of Expense Request | 1234567-111-ABCDE | 11540-ADVANCE | ($600) | Partial advance cleared by ER as credit to original PTA |
May-21 | ER1234567 | Expense Request | Business Purpose of Expense Request | 9876543-222-GGGGG | 52410-DOMESTIC TRAVEL ALLOW | $600 | Partial advance used on ER, charged to a gift |
May-21 | ADV1111111RUM | Advance returned | Returned unused advance monies | 1234567-111-ABCDE | 11540-ADVANCE | ($300) | Partial advance money returned by traveler |
JUN-2021 | ADV1111111FC | Advance Force Cleared | Advance Force Clear Sweep YYYY-MM | 1234567-111-ABCDE | 11540-ADVANCE | ($100) | Remaining advance force cleared as credit to original PTA |
JUN-2021 | ADV1111111FC | Advance Force Cleared | Advance Force Clear Sweep YYYY-MM | 7654321-333-AAQxx | 52415-DOMESTIC TRAVEL UNALW | $100 | Remaining advance force cleared as charge to AP Default PTA |
JUN-2021 | ADV1111111FC | Advance Force Cleared | Advance Force Clear Sweep YYYY-MM | 7654321-333-AAQxx | 58510-INTERDEPT CHGS TO FR OTH DPT 1 | $50 | Force clear fee applied to the AP Default PTA |
- Follow the guidance in Topic Overview: Managing Aging and Outstanding Expense Transactions in the section Aging Advances/Managing Force Cleared Advance Transactions
- For questions about force cleared transactions, please submit an Expense Reimbursements system support request