Pending Advances

Advances > Pending Advances lists advances that a staff member has approved but that have not yet been recorded in MYOB. In practice that means Rochele is waiting for the tradesperson to upload their invoice. Accounts use it to chase invoices and to spot payments that failed to reach MYOB.

What you see

Only advances with status Pending whose tradesperson is not a payroll employee, and which still have a sub job, are listed, newest first.

Column	Meaning
Customer	Customer on the job.
Tradesperson	Business name.
Job	Job reference.
Status	Always Pending here.
Total (excl. GST)	Amount ex GST after materials.
Created At	When the advance was first raised (not when it was approved).
Actions	View opens the tradesperson’s record, where the Tradesperson Invoices tab shows whether the invoice has been uploaded and lets you reissue the advance advice email.

What you can do

Chase a missing invoice

1. Click View to open the tradesperson.
2. On the Tradesperson Invoices tab find the request (status Sent means nothing uploaded yet).
3. Click Reissue Advance Summary to resend the “An advance has been issued.” email with the PDF and upload link, or upload the invoice yourself using the file field if the tradesperson has emailed it to you.

Uploading from the tradesperson’s record does exactly what the tradesperson’s own upload does: the request becomes Uploaded, the advances are given a paid date and are queued to MYOB, and the AI invoice check runs.

Handle a payment that failed to reach MYOB

If the tradesperson invoice is already Uploaded but the advance is still Pending, MYOB rejected it. The developers receive an email when this happens. Check the tradesperson’s MYOB supplier card exists and that MYOB is connected under Settings > MYOB Settings. The nightly retry will then push it through; see below.

How it works behind the scenes

The advance lifecycle after approval is:

1. Pending: approval creates an Advance Collection request in status Sent and emails the tradesperson.
2. Tradesperson uploads their invoice through the emailed link or the Trades Portal. The request becomes Uploaded, each advance receives a paid date of yesterday, and each advance is queued to MYOB as a Spend Money transaction.
3. On success the advance becomes Approved with a 21- MYOB reference and leaves this page.

Every day at 3:30 am the Send pending advances to MYOB task finds every Pending advance with no MYOB reference whose tradesperson invoice is Uploaded and re-sends it to MYOB. This catches uploads that happened while MYOB was unavailable and MYOB rejections that have since been fixed. It does nothing for advances whose invoice has not been uploaded, so those stay here until the tradesperson acts.

Payroll employees never appear on this page because their advances do not need an invoice and are not sent to MYOB.

See Advances for the full flow.

Tips and gotchas

• The same advance can be counted here for days if the tradesperson never uploads. Reissuing the summary is the quickest nudge; the email includes their personal upload link.
• The upload page rejects a total more than 5% away from the payment summary. Tradespersons who have combined several advance advices onto one invoice will be blocked; ask them to upload against one request or accept the invoice by uploading it yourself.
• Deleting an uploaded file (on the tradesperson’s record) resets the request to allow a re upload but does not undo a MYOB payment already created. Only advances without a MYOB reference are sent on the next upload (ROCH-1543).