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1. Creating a new account to separate it from other current assets GL.
To create a new GL, kindly refer to the link link 7.2.1.1. Adding an Account to COA
2. Record the entry of the payment using Bank Payment, with transaction type Others.
Fill the fields with required details.
At the Payment Details tab, chose the new created GL Prepaid Expense and the Item.
The entry will create a Journal entry of:Dr Prepaid Expense
Cr Bank 
See also 6.2.2.9. Bank Payments (Other)
3. 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. Specify the debit and credit accounts, item.
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In the Debit side, record the GL Expense Account, and for Credit side, choose the GL Prepaid Expense.
Fill the data as shown in the below screenshot:
See also 7.5.6. Transactions (General Ledger)
4. 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 is different, selected profit and loss as shown and rest of the details are same i.e. Department and expense analytics. The below case will create the entry
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DR Profit and Loss
CR Other Operating Expense
See also 7.5.1. Manual Cost Allocations
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