Page Comparison

Select Advanced/Prepaid if you are creating an expense to handle advance or prepaid purchases.

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Advance/Prepaid Expense Type:

1. Expand Expense by clicking on the plus signarrow Image Added.
2. Click Expense Type
3. Click on the Add button.
4. Fill in the following fields:
   1. Format Type*: Select Advance/Prepaid 
   2. ID*: Enter an ID for the Expense Type. The maximum length of this field is 20 characters.
   3. Name*: Enter a name to identify the expense type. The maximum length of this field is 100 characters.
   4. Description: Enter text to further identify the expense type. This field is limited to 255 characters.
   5. Format Type*: Select Advance/Prepaid 
   6. Expense Group*: Select the expense group from the drop down associated with the expense type.
   7. Icon: Select an icon for this expense type
   8. Restrict Access: 
      1. Yes  - If the expense type will be restricted based on OBS or WBS assignment. This can pertain to a specific group or individual.
      2. No  - If the expense type will be available for all. 
   9. Require Notes*:
      1. No - Notes field on expense type is optional.
      2. Yes  - Notes field on expense type is required before the expense can be saved.
   10. Allow Modify Description*:
       1. No - If description field is not needed on the expense type.
       2. Yes  - If description field is needed on expense type and user is able to update the description text. This field is defaulted to the expense type name.
   11. Description: Enter text to further identify the expense type. This field is limited to 255 characters.
5. Click Save.

* Indicates a required field

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Important Note:  Advance/Prepaid expense types are not visible to the user to select on their expense reports.  They are used for  The advance expense type is only available in the following cases:

• Travel Authorization or Cash Advance Requests

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• in the report type setup. 
• Advance Setup

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