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Solution: In order to reflect Prepaid Expenses in the software, please follow the steps below:
- Creating a new account:
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A prepaid expense is an expense that has been paid for in advance but not yet incurred. In business, a prepaid expense is recorded as an asset on the balance sheet that results from a business making advanced payments for goods or services to be received in the future
- Creating a new account to separate it from other current assets GL. To create a new GL, kindly refer to the link 7.2.1.1. Adding an Account to COA
Creating an expense from this account 
2. Record the entry of the payment using BANK PAYMENT DOCUMENT, with transaction type Others: .
Fill the fields with required details.
Specify the created account and the item. 
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In the payment details tab, chose the new created GL PREPAID expense and the Item. refer the link to know more in detail : 6.2.2.9. Bank Payments (Other)
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At the end of each month we recognize the expense
Creating a Transaction General Ledger and Manual cost allocation
The above entry will create a Journal entry of
Dr Prepaid Expense
Cr Bank
2. As the advances are already recorded, the expenses which will be incurred every month need (to be recognized every month) to accurately maintain the accounts. There is no direct way to do this entry, therefore, we will use this manual entry document Transaction general ledger ledger (You can refer the link 7.5.6. Transactions (General Ledger)) (Please use the document with caution, should be used only when advised by Hotline) and Manual cost allocation.
Specify the debit and credit accounts, item.
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In the Debit side, record the expense Account, and for Credit side, choose the prepaid expense GL. fill the data as shown in the below screenshot-
3. To distribute this expense, record Manual Cost Allocations. It is created when you need to manually distribute the overhead costs or Income. In the below example, new GL profit and loss is shown and rest of the details are same i.e. Department and expense analytics. The below case will create the entry
To access the Manual Cost Allocations list, select Accounting (the left panel) > Service Tools > Manual Cost Allocations.
DR profit and loss GL
CR Other Operating expense.
See also: 7.5.1. Manual Cost Allocations
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