An employee got a purchases reimburse how to manage it?

An employee got a purchases reimburse how to manage it?

We are new using Zoho expense and we got exposed to the following case and we are looking for help to manage it.
  1. An employee did purchase with a personal card online 
  2. The employee did the expenses report
  3. The report has been process, approve and the employee got is the report reimbursed
  4. 2 weeks later, the purchase hasn't been deliver to the employee, and the Marchand did a reimbursement on the personal card on of the employee
At this point, the employee got reimbursed by the merchant and by our company. 

How should we manage that this case? How can we transform the reimbursement of the expense report into an advance? 

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