Advanced/Prepaid

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

These types of expenses only appear on the request for advance reports and in the advances bin.

Advance/Prepaid Expense Type:

1. Expand Expense by clicking on the plus sign.
2. Click Expense Type
3. Click on the Add button.
4. Fill in the following fields:
   1. ID*: Enter an ID for the Expense Type. The maximum length of this field is 20 characters.
   2. Name*: Enter a name to identify the expense type. The maximum length of this field is 100 characters.
   3. Description: Enter text to further identify the expense type. This field is limited to 255 characters.
   4. Format Type*: Select Advance/Prepaid 
   5. Expense Group*: Select the expense group from the drop down associated with the expense type.
   6. 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. 
   7. 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.
   8. 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.
5. Click Save.

* Indicates a required field

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

• Travel Authorization or Cash Advance Requests in the report type setup. 
• Advance Setup