Prepaid Setup

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 "Prepaid" 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	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
Billable	Select the option for Advance. If a Yes 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 under Filter 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 selecting the Prepaid you would like to edit. The Prepaid details will appear at the bottom of the screen.
You may edit any field except the Source Report ID and Transaction number
Once you have made your edits click Save