If you have any advances or pre-paid transactions they will need to be applied within the report before submitting for approval.
Advances
- Advances that have been approved will be available to add to a report.
- Click on the Advance tab on the left hand side of the report.
- The advance will be fully or partially applied as set up by the administrator.
- Fully Applied: The entire advance will be applied to the report. If the reimbursable amount is less than the advance, a balance back to the company may be created.
- Partially Applied: The advance will be applied up to the reimbursable amount. If the reimbursable amount is less than the advance, the remaining advance will remain in your bin to be applied to future expense reports.
- Click on Apply on the advance line you would like to use.
- To unapply an applied advance, click the Unapply.
Pre-Paid Transactions
Apply Pre-Paid Transaction
- Pre-paid transactions that have been approved will be available to add to a report.
- Click on the Advance tab on the left hand side of the report.
- Click on Apply on the prepaid transaction you would like to use.
- In the Apply Prepaid Expense pop up window enter:
- Date: The date of the expense.
- Currency: The currency of the expense.
- Total Amount: The amount is pre-filled. However, if the amount changed (e.g. An airline ticket was exchanged), enter the new amount.
- Note: Enter any optional notes.
- Click the Apply
- To unapply an applied the pre-paid, click on Unapply.
Cancel a Pre-Paid Transaction
If a pre-paid transaction is no longer applicable (e.g. a pre-paid airline ticket was cancelled), you may cancel the transaction during the submission process.
- Click on Cancelled for the pre-paid transaction you would like to cancel.
- In the Cancel Prepaid Expense pop up window enter:
- Date: The date the expense was cancelled
- Currency: Confirm the currency of the expense
- Total Amount: Confirm that the amount has not changed
- Note: Enter a required note explaining why this transaction is being cancelled
- Click the Apply button.
- The transaction will be removed from your bin.