Cash advance for purchasing

Question

Please help me out on the following scenario
Lets take an example
Steps
1)     First issue a cash advance of $100 from FI side to an employee.
2)     Employee uses that $100 and do a purchase behalf of the company amounted to $80.
3)     Employee submits the goods and the bills of the vendor with the balance $20 back to the company.
4)     Now raise a PR and then a PO for the real vendor with PO value $80.
5)     Do the Goods receive and then the MIRO
6)     Clear the vendor invoice booking (of $80) against the cash advance issue of the employee (using t code f-44)
Questions
a)     How do I record a cash advance to an employee in SAP? ( $100)
b)     How do I record the balance return against this cash advance? ($20)

Answer 1

Hi,
You need to create your EMPLOYEE also as a vendor in SAP system first.
1) First issue a cash advance of $100 from FI side to an employee.
PK29A Debit Employee vendor $ 100....
PK50   Credit Petty Cash $100
2) Employee uses that $100 and do a purchase behalf of the company amounted to $80.
No Documents at this stage
3) Employee submits the goods and the bills of the vendor with the balance $20 back to the company.
PK40   Petty Cash   $20
PK39A Employee Vendor $20
4) Now raise a PR and then a PO for the real vendor with PO value $80.
ME51N & ME21N
5) Do the Goods receive and then the MIRO
MIGO & MIRO for the above created PO
6) Clear the vendor invoice booking (of $80) against the cash advance issue of the employee (using t code f-44)
Clear thru F-44 of Employee Vendor bal of $80 with real vendor bal $80
Hope this is clear to you.
Regards,
Srinu