Advance Prepaid Setup

This module allows you to manage cash advances and pre-paid transaction for users in the system. Advances are cash advances given to a user prior to a trip or function. A pre-paid transaction is a transaction that has already been paid for, but not yet applied to an expense report. Prior to using advances or pre-paids, an "Advance" expense type must be setup.

These advances/prepaid transactions can be applied to expense reports.

Creating Advances/Pre-Paid Transactions

To create advances or pre-paid transactions:

• Expand Utilities and then select Advance/Prepaid
• Click the Add button
• Enter the following data

  Field	Description
  Employee ID	User ID of the user who will use this advance or pre-paid transaction
  Advance Type	Select whether this is a: Cash Advance Pre-paid
  Expense Type	Select the expense type for the advance/prepaid
  Currency	Select the currency of the advance/prepaid
  Advance Amount	Enter the amount of the advance/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 "Apply Advances or Pre-Paid 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 advances/pre-paid transactions:

• Expand Utilities and then select Advance/Prepaid
• Enter data in any of the search fields to query against:

• Click the Apply button.

Once you have retrieved the advances/pre-paid transactions, you may

• Run the Advance Reconciliation Report by clicking the Report button.
• Edit existing Advance/Pre-paids by clicking on the Transaction Number. You may edit:
  • Apply Amount Type
  • Amount
  • Note