End-to-end procedural guide
Requesting a Prepayment in the PROMS App

Role-based instructions for Partners, UNHCR Programme and UNHCR Project Control personnel.

Partner and UNHCR usersRevised: 10 February 2026
1

Intro

This guide explains the complete prepayment request process after the Financial Plan Negotiation has been completed.

2

Contents

3

The prepayment lifecycle — high level

The Partner creates the request. Programme reviews it, Project Control performs the final UNHCR review and the delegated authority decides in Cloud ERP.

Draft

Partner prepares

Proposed

Partner submits

Verified / Revised

Programme decides

Agreed / Revised

Project Control decides

Approved / Rejected

Cloud ERP decision

Revision route

If Programme or Project Control selects Revised, adds a clear comment, validates and submits, the request returns to the Partner. The Partner reads the comment, corrects the amount or explanation, selects Proposed and resubmits.

Forward route

Programme selects Verified to route the request to Project Control. Project Control selects Agreed after the required validation checks pass, then submits it onward for approval.

4

Roles involved and systems used

ActorSystem roleSystemMain responsibility
Partner userHCR PFM PARTNERSPROMS AppCreates the first request, enters the amount and comments and corrects any request returned as Revised.
Junior or Senior Programme OfficerHCR PFM JUNIOR PROGRAMME OFFICERS or HCR PFM SENIOR PROGRAMME OFFICERSPROMS AppReviews the amount and comments and chooses Verified or Revised.
Junior or Senior Project Control OfficerHCR PFM JUNIOR PROJECT CONTROL or HCR PFM SENIOR PROJECT CONTROLPROMS AppPerforms the final UNHCR review, runs the Cloud ERP readiness validations and chooses Agreed or Revised.
Representative or delegated authorityApplicable invoice approval roleCloud ERPApproves or rejects the downstream prepayment transaction.



5

Log in and verify your role

1. Confirm the selected role

Check the role in the top ribbon and role panel before opening a request.

2. Confirm the security context

Verify the operation, budget year, Partner and contract.

3. Open the correct tab

The Partner starts from Financial Plan. Reviewers normally find actionable requests on Prepayment.

4. Confirm edit access

Edit is enabled only for the role responsible for the current status.

6

Standard features of a Prepayment

Use this common reference from any role section. The links return users to the exact interface feature instead of repeating the same explanation.

Find the requestFilters, status and Edit accessAnatomy of a PrepaymentNumber, process bar and General InfoCommentsExplain a request, decision or correctionMonitoring chartsFirst request and activity during the yearRun ValidationOrange, red and green indicatorsAction buttonsCancel, Save as Draft and SubmitPrepayment AmountWho enters and who can modifyPrepayment StatusRole-specific choices and routing

6aWhy understanding the standard features is important

All roles use the same Prepayment page, but available actions depend on the selected role and current status. Check the process bar, amount, comments, validation indicator and active buttons before deciding what to do.

6bFilter and find the record when it is time for your role to act

Filter by Budget Year, Operation, Partner and Contract Number. The Partner starts from an Approved Financial Plan after the FPN is complete and no other prepayment request is pending. Programme acts on Proposed requests and Project Control acts on Verified requests.

Financial Plan search results showing the approved FPN and available action icons.
Confirm the Approved FPN and contract before starting the first prepayment request.

6cAnatomy of a Prepayment

The upper page area combines the prepayment identifier, process bar, action buttons and General Info. Confirm these details before editing.

Prepayment page showing the process bar, General Info area and action buttons.
The common Prepayment page header and General Info area.
FeaturePurpose
Prepayment numberIdentifies the individual request, including the PP-prefixed invoice reference in search results.
Process BarShows Draft, Proposed, Verified/Revised, Agreed and Approved/Rejected.
General InfoShows the operation, budget year, supplier, Purchase Order and FPN reference.

6dGeneral comments

The Comments field carries the explanation for the current action. The Partner explains what the request covers or what was corrected. Programme and Project Control record why they verified, agreed or returned the request. A revision comment must tell the Partner what needs to change.

Prepayment details area showing the amount and Comments field used to explain the request.
Use Comments to explain the request, decision or correction before validation and submission.

6eThe two monitoring charts

Partnership Funds and Expenditure shows previous-year balances, current-year prepayments and reported expenses. Funds Utilization shows use of available funds and the remaining balance. On the first prepayment the charts can be empty; during the year they provide context for subsequent requests.

Prepayment monitoring area at the beginning of the year before activity is available.
At the beginning of the year, the monitoring area may contain no prior prepayment or expenditure activity.
Partnership Funds and Expenditure chart displaying prepayment and expenditure information.
Partnership Funds and Expenditure provides financial context during the year.
Funds Utilization chart showing the consumption rate and remaining balance.
Funds Utilization shows the balance and rate of use during implementation.

6fRun Validation and indicator colours

ColourMeaningRequired action
OrangeThe request is new or has changed since validation.Select Run Validation.
RedOne or more checks failed.Read the message, correct the issue and run validation again.
GreenThe current checks passed.Confirm the intended status and select Submit.
Run Validation control with an orange indicator after the request has changed.
Orange means the current changes have not yet passed validation.
Successful validation confirmation and green validation indicator.
A successful validation turns the indicator green and enables submission.

6gCancel, Save as Draft and Submit

Cancel leaves the current editing action without routing the request. Save as Draft retains work without handing it to the next role. Submit routes the request according to the selected status and becomes active only after validation succeeds.

Prepayment header displaying Cancel, Save as Draft and a disabled Submit button.
Before successful validation, Submit remains inactive while Cancel and Save as Draft are available.
Prepayment page with the Submit button enabled after successful validation.
After the indicator turns green, Submit becomes available and hands the request to the next role.

6hPrepayment Amount

The Partner enters the initial requested amount. Programme and Project Control can maintain or overwrite the amount during their review. Enter a positive amount; do not use a negative number. Any change should be explained in Comments.

Prepayment Details area showing the editable Prepayment Amount field.
The Prepayment Amount is entered in the Prepayment Details section.

6iPrepayment Status by role

RoleStatus receivedAvailable decisionRoute after submission
PartnerDraft or RevisedDraft or ProposedProposed goes to Programme.
Programme OfficerProposedVerified or RevisedVerified goes to Project Control; Revised returns to Partner.
Project Control OfficerVerifiedAgreed or RevisedAgreed goes onward for approval; Revised returns to Partner.
Delegated authorityDownstream transactionApproved or RejectedDecision is made in Cloud ERP.
Prepayment Status drop-down showing the Partner status choices.
The status choices change according to the selected role and current workflow stage.
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Section 7 · Role: HCR PFM PARTNERS

Partner steps and revision loop

Draft → ProposedRevised → ProposedPROMS App
7.1

Log in and confirm the Partner role

Instruction
Confirm HCR PFM PARTNERS is selected and check the operation, budget year and Partner context.
Expected result
The Financial Plan and Prepayment records for the correct context are available.
Standard feature Role verification
7.2

Find the Approved FPN and open the Prepayment action

On Financial Plan, filter for the correct record. Confirm FPN Status is Approved and the contract matches. Select the Prepayment action icon; the Partner is the only role that can create the first request.

Approved Financial Plan search row showing active action icons.
Locate the Approved FPN and confirm the contract before starting.
Financial Plan action icons with the Prepayment action identified.
Select the Prepayment action, not the Project Financial Report action.
Standard feature Find the request
7.3

Enter the initial amount, add a comment and select Proposed

Confirm General Info and Prepayment Details. Enter the agreed positive amount, explain what the request covers in Comments and select Proposed. Use Save as Draft if the request is not ready to leave your control.

Prepayment Amount field for the Partner initial request.
Enter the initial positive Prepayment Amount.
Comments field beneath the Prepayment Amount.
Explain the purpose and basis of the request in Comments.
Partner Prepayment Status options including Draft and Proposed.
Select Proposed only when the amount and comment are ready for UNHCR review.
Standard feature AmountStandard feature CommentsStandard feature Status
7.4

Understand and complete a request returned as Revised

Why a revision is sent: Programme or Project Control may return the request when the amount is not accepted, the explanation is insufficient or the request needs correction in light of the Partner risk rating, outstanding balances, the agreed Project Workplan, Essential Controls or available funds.

How UNHCR sends it: The reviewing officer selects Revised, writes a mandatory comment stating what must change, runs validation and selects Submit. The workflow routes the request back to HCR PFM PARTNERS and activates Edit for the Partner.

What the Partner does: Open the Revised request, read the UNHCR comment before editing, overwrite the amount where required, add a new comment describing the correction, change the status from Revised to Proposed, run validation and resubmit. The revision loop can repeat until Programme verifies and Project Control agrees the request.

Partner Prepayment search results showing a Revised request with Edit available.
A Revised request returns to the Partner and becomes editable again.
Returned Prepayment showing the corrected amount and a new Partner comment.
Follow the UNHCR comment, correct the amount and record what changed.
Partner status selection changing the returned request from Revised to Proposed.
Select Proposed to route the corrected request back to Programme.
Standard feature Comments
7.5

Validate and submit the initial or corrected request

Run Validation after all changes. Wait for the successful result and confirm the indicator is green. Submit routes the request to Programme and removes Partner edit access until a reviewer returns it.

Partner running validation after correcting a Revised request.
Run validation again whenever the amount, comment or status changes.
Partner submission sequence for the corrected Proposed request.
Submit the corrected Proposed request back to Programme.
Standard feature ValidationStandard feature Buttons
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Section 8 · Programme roles

Junior or Senior Programme Officer steps

Proposed → VerifiedProposed → RevisedPROMS App
8.1

Find and open the Proposed request

Confirm the selected Programme role, open Prepayment, apply the filters and select Edit on the Proposed request.

Programme Prepayment search results showing a Proposed request and enabled Edit action.
Programme opens the Proposed request from the Prepayment search results.
8.2

Review the amount and the Partner comment

Read the Partner comment first, then assess the amount against the risk rating, Project Workplan, Essential Controls, outstanding balances and operational fund availability. Programme can maintain or overwrite the amount; any change must be explained.

Programme view of the Partner requested amount and Comments field.
Review the requested amount together with the Partner explanation.
Standard feature AmountStandard feature Comments
8.3

Add the Programme comment and choose Verified or Revised

Select Verified when the request can proceed to Project Control. Select Revised when the Partner must correct or clarify the request. In both cases, add a mandatory comment. A revision comment must be actionable: state what is not accepted, what must change and, where applicable, the expected amount or evidence.

Programme Prepayment screen showing Revised status and the mandatory Comments field.
The Programme comment explains why the request is returned and what the Partner must correct.
Revision loop What the Partner does next
8.4

Validate and submit the Programme decision

Run Validation until the indicator is green, then select Submit. Revised returns to the Partner; Verified moves to Project Control.

Programme validation control after choosing a review status.
Programme runs validation after setting the status and adding a comment.
Programme submission action for a request marked Revised.
Submit routes a Revised request back to the Partner.
Prepayment Submitted Successfully confirmation after Programme submission.
The confirmation indicates that the request has left the Programme Officer’s control.
8.5

Review and verify a corrected request

When the Partner resubmits after it was sent back for revision, confirm the corrected amount follows the revision comment. Add a new Programme comment recording acceptance, select Verified, validate and submit to Project Control.

Programme search results showing the Partner corrected request as Proposed.
Open the resubmitted Proposed request.
Programme Comments field recording acceptance of the corrected amount.
Add a Programme comment confirming the corrected request is acceptable.
Programme status selection showing Verified.
Select Verified to pass the request to Project Control.
Programme validation and submission controls for the verified request.
Validate and submit the Verified request.
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Section 9 · Project Control roles

Junior or Senior Project Control steps

Verified → AgreedVerified → RevisedPROMS App
9.1

Find and open the Verified request

Confirm the selected Project Control role, search the Prepayment tab and open the Verified request using Edit.

Project Control search results showing a Verified request with Edit enabled.
Project Control opens the Verified request for final UNHCR review.
9.2

Review the amount and comments

Review the Partner and Programme explanations together with the amount, risk considerations, outstanding balances, Project Workplan, Essential Controls and available funds. Project Control can maintain or overwrite the amount, but the final decision must be explained in a new comment.

Standard feature AmountStandard feature Comments
9.3

Choose Agreed or Revised

Select Agreed when the request can proceed to approval. Select Revised when the Partner must correct it. A Revised decision follows the same return route described in section 7.4.

Project Control Prepayment Status options showing Agreed and Revised.
Project Control chooses Agreed to proceed or Revised to return the request.
Revision loop Return to Partner
9.4

Add the mandatory Project Control comment

Record why the amount is agreed or what the Partner must correct. The comment accompanies the status decision and gives the next actor a clear record of the review.

Project Control Comments field completed before validation.
Add the Project Control decision comment before running validation.
9.5

Run the four Cloud ERP readiness validations

The validation results must show SUCCESS and No Error for each rule:

  • Calculations – prepayment amount: Prevents an individual prepayment from exceeding the total FPN budget.
  • Calculations – cumulative prepayments amount: Prevents the total cumulative prepayments for the Project Work from exceeding the total FPN budget.
  • Prepayment positive amount: Requires the prepayment amount to be greater than zero.
  • No negative numbers in FPN / Prepayment: Prevents negative amounts from being entered in a prepayment.
  • Prepayment currency: Checks consistency between the prepayment currency and the payment/bank-account currency configured for the supplier site. Under Review, rather than confirmed deployed.
  • Currency decimal points: Ensures that the amount uses the correct number of decimal places for the selected currency.
  • Supplier Site – Payment Method: Checks that a payment method has been configured for the supplier site. Currently shown as Test rather than fully deployed.
  • Pay Group: Checks that a Pay Group exists on the supplier-site record in Cloud ERP.
  • Valid Contract: At Verified, checks that the related Cloud ERP contract is Active.
  • Supplier spend authorized: Checks that the supplier Business Relationship is Spend Authorized.
  • Supplier status: Checks that the supplier itself is Active.
  • Supplier tax: Checks that the supplier has a Taxpayer Country populated.
  • Supplier Site status: Checks that the selected supplier site is Active.
  • Supplier Site Purpose: Checks that the supplier site is enabled for both Purchasing and Pay.
  • Supplier Communication Method: Checks that the supplier-site communication method is configured as E-mail.
  • Mandatory Fields: Prevents progression if required fields, including the prepayment value/amount, have not been completed.
  • Currency decimal points: Also functions as a data-quality control by ensuring amounts conform to currency formatting rules.
  • Comments fields: Requires a comment when an item has been marked Revised.
  • Special Characters in comments: Restricts comments to acceptable/plain-text content.
  • Comments – 255 characters: Limits comments to a maximum of 255 characters including spaces.
Validation Result table showing contract and supplier readiness checks.
All four validation rules must pass before submission.
9.6

Submit for delegated-authority approval

After validation is green, select Submit. The successful confirmation indicates that the request has left Project Control. The PROMS App record becomes read-only while downstream approval continues.

Project Control Submit button enabled after successful validation.
Submit the Agreed request for downstream approval.
Prepayment Submitted Successfully message after Project Control submission.
The confirmation completes the Project Control action.
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Section 10 · Downstream approval

Cloud ERP delegated-authority approval or rejection

Agreed → Approved or RejectedCloud ERPAconex
10.1

Complete the approval decision in Cloud ERP

The Representative, delegated authority or applicable invoice approver reviews the downstream transaction in Cloud ERP and approves or rejects it under the standard payment-processing procedure. The detailed Cloud ERP approval clicks are outside this PROMS App guide.

10.2

Recognise the hand-over in the PROMS App

After Project Control submits the request as Agreed, the PROMS App record is read-only. The process bar subsequently reflects the downstream Approved or Rejected outcome when that result is available.

Prepayment search results showing the Agreed request as read-only after submission.
The Agreed record is read-only in the PROMS App while the approval process continues.
10.3

Use the project documents in Aconex

Use the operation’s established Aconex access and filing arrangements to review the relevant downstream project documents. Do not treat the PROMS App status alone as a substitute for the formal approval and document record.

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11

Conclusion

A prepayment progresses only when each responsible role records a clear decision, validates the current data and submits it to the next actor.

Partner checklist

  • correct Approved FPN and contract selected;
  • positive amount entered;
  • purpose or correction explained in Comments;
  • status set to Proposed;
  • validation green before Submit.

Programme checklist

  • Partner comment reviewed;
  • amount assessed;
  • Verified or Revised selected;
  • mandatory decision comment added;
  • validation green before Submit.

Project Control checklist

  • amount and comments reviewed;
  • Agreed or Revised selected;
  • mandatory decision comment added;
  • four validation rules passed;
  • submission confirmation received.