This module allows you to manage the prepaid transaction for users in the system. A prepaid transaction is a transaction that has already been paid for, but not yet applied to an expense report. Prior to using prepaids an "Advance" expense type must be setup.
These prepaid transactions can be applied to expense reports.
Creating Prepaid Transactions
To create prepaid transactions:
- Expand Utilities and then select Prepaid
- Click the Add button
- Enter the following data
Field | Description |
Employee ID | User ID of the user who will use this prepaid transaction |
Expense Type | Select the expense type for the prepaid |
Currency | Select the currency of the prepaid |
Prepaid Amount | Enter the amount of the prepaid |
Expense Code | Select the Expense Code for the advance. If a direct expense code is selected, Level 1 must also be entered. |
Notes | Enter any notes for the user. They will be able to see these notes in the description column during the "Prepaid Transactions" step in the submission process (optional) |
Source Report ID | Enter a source Expense Report ID (optional) |
Transaction No | Enter a transaction number (optional) |
- Click the Save button.
To view existing prepaid transactions:
- Expand Utilities and then select Prepaid
- Enter data in any of the search fields to query against:
Field | Description |
Employee ID | Retrieves prepaids for a specific employee |
Company | Filter results by company |
Department | Filter results by department |
Post Date | Filter results by post date |
Expense Type | Filter results by prepaid expense types |
Status | Filter results by prepaids that have been applied/not applied/canceled |
Currency | Filter results by prepaids in a certain currency |
Advance Amount | Filter results by prepaids of a certain amount |
Expense Code | Filter results by expense code |
Source Report ID | Filter results by a certain report ID |
Transaction No | Filter results by a certain transaction number |
- Click the Apply button.
Once you have retrieved the prepaid transactions, you may
- Run the Prepaid Reconciliation Report by clicking the Report button.
- Edit existing Prepaids by clicking on the Transaction Number. You may edit:
- Amount
- Note