Advance Payment — AeroTrack Guide

Browse Advances

1Open Advance List

Navigate to Procurement → Advances or go to /procurement/advances.

2Filter & Columns

Column	Description
Advance #	Auto-generated advance reference.
Vendor	Vendor receiving the advance.
Amount	Advance amount paid.
Utilized	Amount applied against invoices so far.
Utilization %	Progress bar showing percentage applied.
Method	Payment method used.
Status	Draft, Authorized, Partially Applied, or Fully Applied.

Create an Advance

3Advance Form

Click + New Advance at /procurement/advances/new.

Field	Required	Description
Vendor	Yes	Select the vendor to pay in advance.
Amount	Yes	Advance amount to be paid.
Date	Yes	Payment date (defaults to today).
Description	No	Purpose or reference for this advance.

4Payment Details

Field	Required	Description
Payment Method	Yes	Bank Transfer, Cheque, Cash, UPI, Card, or Other.
Reference No.	No	Transaction ID, cheque number, or UPI reference.

Advance payments are vendor-locked — they can only be applied against invoices from the same vendor.

Workflow

5Authorization Flow

Status	Meaning	Next
Draft	Advance created, pending authorization.	Authorize → Authorized
Authorized	Advance approved, funds disbursed.	Apply → Partially Applied
Partially Applied	Some amount applied against invoices.	Continue applying
Fully Applied	Entire advance utilized. Terminal.	—

Only Draft advances can be edited or deleted. Once authorized, the advance is locked and can only be applied against invoices.

6Utilization Tracking

When recording a vendor payment, you can apply an authorized advance against the invoice. The system tracks:

Metric	Description
Total Advance	Original advance amount paid to vendor.
Applied	Amount deducted against invoices so far.
Remaining	Unused advance balance (Total − Applied).
Utilization %	Visual progress bar of applied / total.

When an advance is fully applied (100% utilized), its status automatically changes to Fully Applied.

7Cross-Links