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Introduction

The Anticipos (Advances) module manages the complete lifecycle of financial advances within the organization. This system handles advance requests, multi-level approval workflows, and integration with SAP for payment processing.

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Key Features

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Advance Management

  • Request Creation: Users can submit advance requests with detailed information including beneficiary, amount, currency, and justification
  • Multi-level Approval: Configurable approval workflows with up to 2 approval levels
  • SAP Integration: Automatic registration of approved advances in SAP for payment processing
  • Status Tracking: Real-time tracking of advance status from submission to approval/rejection

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Supported Advance Types

Supplier Advances

Advances to suppliers based on purchase orders

Employee Advances

Advances to employees for business expenses

Credit-based Advances

Advances with credit validation and monitoring

Supply Advances

Advances related to supply chain operations

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Workflow States

The advance lifecycle includes the following states:
StateDescription
INGRESADOInitial state when advance is created
REVISIÓNUnder review by first-level approver
APROBADO_TApproved by first-level, pending second-level approval
APROBADOFully approved and registered in SAP
RECHAZADORejected by first-level approver
RECHAZADO_TRejected by second-level approver
VENCIDOAdvance request has expired

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Data Model

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Main Entities

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Anticipo (Advance)

Represents a financial advance request with the following key properties:
  • Identification: ID, user information (name, email, cedula)
  • Beneficiary: Link to beneficiary (supplier/employee)
  • Financial Details: Currency type, amount, percentage, exchange rate
  • Purchase Order: Optional link to purchase order
  • Status Information: State, registration date, status change date
  • SAP Integration: SAP document code, assignment, text fields
  • Approval: CME (Special Payment Condition), document class
  • Additional Fields: Description, credit info, justification, supply flag

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Aprobación (Approval)

Tracks the approval workflow:
  • Approver: User assigned to approve the advance
  • Level: Approval level (1 or 2)
  • Status: Pending/Approved/Rejected
  • System: Always “Anticipos” for this module

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Beneficiario (Beneficiary)

Information about the advance recipient:
  • Identification: SAP code, tax ID, legal name
  • Classification: Beneficiary type (supplier, employee, etc.)
  • Company: Associated company
  • Credit Control: Blocked status, credit limit

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Integration Points

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SAP Integration

When an advance is approved, the system automatically:
  1. Creates a payment document in SAP
  2. Calculates payment date (next business day, excluding weekends and holidays)
  3. Stores SAP document number for reference
  4. Includes assignment code with payment date

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Email Notifications

The system sends automated notifications for:
  • Advance submission confirmation
  • Approval requests to approvers
  • Approval confirmations to requesters
  • Rejection notifications with reason

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Security & Validation

  • User Authentication: All requests require authenticated user
  • Approval Hierarchy: Enforces approval level sequence
  • Credit Validation: Optional credit limit checks for beneficiaries
  • Duplicate Prevention: Validates against existing advances for same beneficiary/PO

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Business Rules

Advances can be calculated as:
  • Fixed amount in specified currency
  • Percentage of purchase order value
  • Custom amount with currency conversion
  • Advances above certain thresholds require two-level approval
  • First-level approval moves state to APROBADO_T
  • Second-level approval triggers SAP registration
  • Either level can reject the advance
Payment dates automatically exclude:
  • Weekends (Saturday and Sunday)
  • Company holidays (from catalog)
  • Default is next available business day after approval
  • Purchase Orders: Advances can be linked to purchase orders
  • Beneficiaries: Manages supplier and employee information
  • Catalogos: Provides currency types, percentages, and rejection reasons
  • Usuarios: User management and approver assignments

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Next Steps

Query Advances

Learn how to retrieve advance information

Create & Approve

Manage advance lifecycle operations