Expense__c

Label: Expense

Sometimes called an expense line or row. Represents a record of an expense incurred by a resource assigned to a project or opportunity. Expenses are grouped into an expense report for submission and approval, and may be subject to limits or rates depending on type (for example, Lodging, Auto Mileage). An expense may be billable or non-billable. Unless marked otherwise, all expenses contain a reimbursable amount for the resource. Expenses have a lookup relationship to expense reports.

Field Name	Field Label	Created in Version	Description	Type	Default Value
Admin_Global_Edit__c	Admin Global Edit	Pre-Spring 2018	If checked, allows Admin to make 'global' changes to the Expense, including edits to the Expense's Project, Resource, Currency, or Date, even if Include In Financials is checked. Config requirement: Actuals Calculation Mode must be set to 'Scheduled'.	Checkbox	false
Amount_To_Bill__c	Amount To Bill	Pre-Spring 2018	Formula: Billing_Currency__c & ' ' & TEXT(ROUND(Billing_Amount__c,2))	Text
Amount_To_Reimburse__c	Amount To Reimburse	Pre-Spring 2018	Formula: Reimbursement_Currency__c & ' ' & TEXT(ROUND(Reimbursement_Amount__c,2))	Text
Amount__c	Amount	Pre-Spring 2018	The amount of this expense (in the expense's incurred currency)	Currency(18,2)
Applied_Expense_Rate__c	Applied Expense Rate	Pre-Spring 2018	Field will hold the Expense Rate applied on Expense. Looks up to: Expense_Limit_Rate__c	Lookup
Approved__c	Approved	Pre-Spring 2018	This checkbox should be checked when the Expense is approved, which should be based on whether its parent Expense Report (if any) is approved.	Checkbox	false
Approved_for_Billing__c	Approved for Billing	Pre-Spring 2018		Checkbox	false
Approved_for_Vendor_Payment__c	Approved for Vendor Payment	Pre-Spring 2018		Checkbox	false
Assignment__c	Assignment	Pre-Spring 2018	Looks up to: Assignment__c	Lookup
Attachments_moved_to_ER__c	Attachments moved to ER	Pre-Spring 2018	Automatically checked by configuration to indicate whether expense attachments have been moved from the expense line to the expense report.	Checkbox	false
Audit_Notes_History__c	Audit Notes History	Pre-Spring 2018	Stores audit notes history. When a user changes a project or assignment using the Timecard UI and the audit notes exceed 255 characters, older audit notes are moved and appended here.	LongTextArea(32768)
Audit_Notes__c	Audit Notes	Pre-Spring 2018		TextArea
Bill_Date__c	Bill Date	Pre-Spring 2018		Date
Bill_Transaction__c	Bill Transaction	Pre-Spring 2018	Looks up to: Transaction__c	Lookup
Billable_Amount__c	Billable Amount	Pre-Spring 2018	This formula equals Amount (minus Non-Billable Incurred Amount and Tax if any) for billable Expenses and zero for non-billable Expenses: all in the incurred currency. Formula: IF(ISNULL(Amount__c),0.00,IF((Billable__c),(Amount__c-Non_Billable_Incurred_Subtotal__c),0.00))	Currency(18,2)
Billable_Fee_Flat_Amount__c	Billable Fee Flat Amount	Pre-Spring 2018	Flat fee in Project currency by which to increase the billable amount of the Expense, defaulted from the Project. The calculation will apply any percentage expense feebefore this flat expense fee amount.	Number(18,2)
Billable_Fee_Flat__c	Billable Fee Flat	Pre-Spring 2018	Text formula showing flat fee in Project currency by which to increase the billable amount of the Expense, defaulted from Project along with Project currency. The calculation will apply any percentage expense feebefore this flat expense fee amount. Formula: TEXT(Project__r.CurrencyIsoCode) & " " & IF(ISNULL(Billable_Fee_Flat_Amount__c),"0.00",TEXT(Billable_Fee_Flat_Amount__c))	Text
Billable_Fee_Percentage__c	Billable Fee Percentage	Pre-Spring 2018	Fee percentage by which to increase the billable amount of the Expense, defaulted from the Project. 0% means no increase (default), whereas 100% means double. The calculation will apply the percentage expense feebefore any flat expense fee.	Percent(8,2)
Billable__c	Billable	Pre-Spring 2018		Checkbox	false
Billed__c	Billed	Pre-Spring 2018		Checkbox	false
Billing_Amount_Pre_Fee_Subtotal__c	Billing Amount (Pre-Fee Subtotal)	Pre-Spring 2018		Number(18,2)	0.00
Billing_Amount__c	Billing Amount	Pre-Spring 2018		Number(18,2)	0.00
Billing_Currency__c	Billing Currency	Pre-Spring 2018		Text(3)
Billing_Event_Invoiced__c	Billing Event Invoiced	Pre-Spring 2018	Reflects Invoiced flag value on Billing Event Item's parent Billing Event Formula: IF(OR(ISNULL(Billing_Event_Item__c),ISBLANK(Billing_Event_Item__c),ISNULL(Billing_Event_Item__r.Billing_Event__c),ISBLANK(Billing_Event_Item__r.Billing_Event__c)),$Label.common_label_n_a,IF(Billing_Event_Item__r.Billing_Event__r.Invoiced__c,$Label.common_label_yes,$Label.common_label_no))	Text
Billing_Event_Item__c	Billing Event Item	Pre-Spring 2018	Looks up to: Billing_Event_Item__c	Lookup
Billing_Event_Released__c	Billing Event Released	Pre-Spring 2018	Reflects Released flag value on Billing Event Item's parent Billing Event Formula: IF(OR(ISNULL(Billing_Event_Item__c),ISBLANK(Billing_Event_Item__c),ISNULL(Billing_Event_Item__r.Billing_Event__c),ISBLANK(Billing_Event_Item__r.Billing_Event__c)),$Label.common_label_n_a,IF(Billing_Event_Item__r.Billing_Event__r.Is_Released__c,$Label.common_label_yes,$Label.common_label_no))	Text
Billing_Event_Status__c	Billing Event Status	Pre-Spring 2018	Status pick list value on Billing Event Item's parent Billing Event Formula: IF(OR(ISNULL(Billing_Event_Item__c),ISBLANK(Billing_Event_Item__c),ISNULL(Billing_Event_Item__r.Billing_Event__c),ISBLANK(Billing_Event_Item__r.Billing_Event__c)),'',TEXT(Billing_Event_Item__r.Billing_Event__r.Status__c))	Text
Billing_Event__c	Billing Event	Pre-Spring 2018	Formula hyperlink to the Billing Event (parent record to the Bill Event Item) if any. Formula: IF(OR(ISNULL(Billing_Event_Item__c),ISBLANK(Billing_Event_Item__c),ISNULL(Billing_Event_Item__r.Billing_Event__c),ISBLANK(Billing_Event_Item__r.Billing_Event__c)),'',HYPERLINK('/'&Billing_Event_Item__r.Billing_Event__c, IF(OR(ISNULL(Billing_Event_Item__r.Billing_Event__r.Name),ISBLANK(Billing_Event_Item__r.Billing_Event__r.Name)),Billing_Event_Item__r.Billing_Event__c,(Billing_Event_Item__r.Billing_Event__r.Name))))	Text
Billing_Hold__c	Billing Hold	Pre-Spring 2018	If true, this item cannot be billed	Checkbox	false
Budget_Allocation__c	Budget Allocation	Summer 2024	The budget allocation relating to the expense. This will determine which of the project's budgets are consumed by the expense. Looks up to: Budget_Allocation__c	Lookup
Cost_Transaction__c	Cost Transaction	Pre-Spring 2018	Looks up to: Transaction__c	Lookup
Description__c	Description	Pre-Spring 2018		TextArea
Distance__c	Distance	Pre-Spring 2018		Number(8,2)
Eligible_for_Billing__c	Eligible for Billing	Pre-Spring 2018	Indicates Expense is in a state that is eligible for Billing Event Generation (not including the Approved for Billing flag, which may also be required per global config). This means all of the following conditions must be met: Billing Hold = false Exclude from Billing = false Include In Financials = true Billable = true Billed = false Invoiced = false Billing Event Item = {blank} Project = {not blank} Project's Account = {not blank} Project Exclude From Billing = false Formula: IF(AND(NOT(Billing_Hold__c),NOT(Exclude_from_Billing__c),Include_In_Financials__c,Billable__c,NOT(Billed__c),NOT(Invoiced__c),OR(ISNULL(Billing_Event_Item__c),ISBLANK(Billing_Event_Item__c)),NOT(OR(ISNULL(Project__c),ISBLANK(Project__c))),NOT(OR(ISNULL(Project__r.Account__c),ISBLANK(Project__r.Account__c))),NOT(Project__r.Exclude_From_Billing__c)),$Label.common_label_yes,$Label.common_label_no)	Text
Exchange_Rate_Billing_Currency__c	Exchange Rate (Billing Currency)	Pre-Spring 2018		Number(18,6)
Exchange_Rate_Incurred_Currency__c	Exchange Rate (Incurred Currency)	Pre-Spring 2018		Number(18,6)
Exchange_Rate_Reimbursement_Currency__c	Exchange Rate (Reimbursement Currency)	Pre-Spring 2018		Number(18,6)
Exchange_Rate_Resource_Defined__c	Exchange Rate (Resource-Defined)	Pre-Spring 2018	When set, this field sets the relative exchange rate between Incurred Rate and Reimbursement Rate that is experienced by the Resource incurring the Expense. This then overrides the Incurred Exchange Rate (relative to corporate rate) so that it has the right ratio to the Reimbursement Exchange Rate (relative to corporate rate).	Number(18,6)
Exclude_from_Billing__c	Exclude from Billing	Pre-Spring 2018	If checked, never bill this business record. Same effect as Billing Hold, but intended to reflect a permanent exclusion from Billing Generation.	Checkbox	false
Expense_Date__c	Expense Date	Pre-Spring 2018		Date	Today()
Expense_Report__c	Expense Report	Pre-Spring 2018	Looks up to: Expense_Report__c	Lookup
Expense_Split_Parent__c	Expense Split Parent	Pre-Spring 2018	Looks up to: Expense__c	Lookup
Include_In_Financials__c	Include In Financials	Pre-Spring 2018		Checkbox	false
Incurred_Tax_Non_Billable__c	Incurred Tax Non-Billable	Pre-Spring 2018	If checked for a billable Expense, this means that the portion of the Expense amount specified in the Incurred Tax field is not billable. (This is separate from and in addition to any amount in the Non-Billable Incurred Amount field).	Checkbox	false
Incurred_Tax__c	Incurred Tax	Pre-Spring 2018	The amount of tax incurred	Currency(18,2)	0
Invoice_Date__c	Invoice Date	Pre-Spring 2018		Date
Invoice_Number__c	Invoice Number	Pre-Spring 2018		Text(80)
Invoice_Transaction__c	Invoice Transaction	Pre-Spring 2018	Looks up to: Transaction__c	Lookup
Invoiced__c	Invoiced	Pre-Spring 2018		Checkbox	false
Lost_Receipt__c	Lost Receipt	Pre-Spring 2018	This field is visible on UI if user requires attachment on expense lines if Expense report is submitted. If this field is set true then user does not need to add attachment although the config is set to true.	Checkbox	false
Milestone__c	Milestone	Pre-Spring 2018	Looks up to: Milestone__c	Lookup
Mobile_Expense_Reference_ID__c	Mobile Expense Reference ID	Pre-Spring 2018		Text(255)
Non_Billable_Amount__c	Non-Billable Amount	Pre-Spring 2018	This formula equals Amount for non-billable Expenses and Non-Billable Incurred Amount and Tax (anywhere from zero to Expense Amount) for billable Expenses: all in the incurred currency. Formula: IF(ISNULL(Amount__c),0.00,IF(Billable__c,Non_Billable_Incurred_Subtotal__c,Amount__c))	Currency(18,2)
Non_Billable_Incurred_Amount__c	Non-Billable Incurred Amount	Pre-Spring 2018	If provided for a billable Expense, this is subtracted from the Expense Amount (incurred currency) to calculate the Expense's billable amount. Min. value zero, max. value Expense amount. Default value: zero or null. No effect on non-billable Expenses.	Currency(18,2)	0.00
Non_Billable_Incurred_Subtotal__c	Non-Billable Incurred Subtotal	Pre-Spring 2018	This formula adds any Non-Billable Incurred Tax (only if Incurred Tax Non-Billable is checked) to any additional Non-Billable Incurred Amount to get a Non-Billable Incurred Subtotal, with a minimum of 0.00 and a maximum of the Expense Amount. Formula: MIN(MAX((IF(ISNULL(Non_Billable_Incurred_Amount__c),0.00,Non_Billable_Incurred_Amount__c)+IF(OR(NOT(Incurred_Tax_Non_Billable__c),ISNULL(Incurred_Tax__c)),0.00,Incurred_Tax__c)),0.00),MAX(Amount__c,0.00))	Currency(18,2)
Non_Reimbursible__c	Non-Reimbursable	Pre-Spring 2018	If this checkbox is checked, the Reimbursement amount for the Expense will be zero regardless of the incurred amount.	Checkbox	false
Notes__c	Notes	Pre-Spring 2018		TextArea
Override_Group_Currency_Code__c	Override Group Currency Code	Pre-Spring 2018	Formula: TEXT(Override_Group__r.CurrencyIsoCode)	Text
Override_Group__c	Override Group	Pre-Spring 2018	Overrides the Group to which the Expense Transactions will roll up for Group Actuals, even if the Project is in a different Group. Typically an Expense's Transactions roll up to its Project's or Resource's Group based on 'follows' rules. Note that either way, the Transactions will continue to roll up to the same Project's Project Actuals. Looks up to: Grp__c	Lookup
Override_Practice_Currency_Code__c	Override Practice Currency Code	Pre-Spring 2018	Formula: TEXT(Override_Practice__r.CurrencyIsoCode)	Text
Override_Practice__c	Override Practice	Pre-Spring 2018	Overrides the Practice to which the Expense Transactions will roll up for Practice Actuals, even if the Project is in a different Practice. Typically an Expense's Transactions roll up to its Project's or Resource's Practice based on 'follows' rules. Note that either way, the Transactions will continue to roll up to the same Project's Project Actuals. Looks up to: Practice__c	Lookup
Override_Rate_Billing_Currency__c	Override Rate (Billing Currency)	Pre-Spring 2018		Checkbox	false
Override_Rate_Incurred_Currency__c	Override Rate (Incurred Currency)	Pre-Spring 2018		Checkbox	false
Override_Rate_Reimbursement_Currency__c	Override Rate (Reimbursement Currency)	Pre-Spring 2018		Checkbox	false
Override_Region_Currency_Code__c	Override Region Currency Code	Pre-Spring 2018	Formula: TEXT(Override_Region__r.CurrencyIsoCode)	Text
Override_Region__c	Override Region	Pre-Spring 2018	Overrides the Region to which the Expense Transactions will roll up for Regional Actuals, even if the Project is in a different Region. Typically an Expense's Transactions roll up to its Project's or Resource's Region based on 'follows' rules. Note that either way, the Transactions will continue to roll up to the same Project's Project Actuals. Looks up to: Region__c	Lookup
Project_Methodology__c	Project Methodology	Pre-Spring 2018	Lookup to Project Methodology Looks up to: Project_Methodology__c	Lookup
Project_Phase__c	Project Phase	Pre-Spring 2018	Lookup to Project Phase Looks up to: Project_Phase__c	Lookup
Project__c	Project	Pre-Spring 2018	Looks up to: Proj__c	Lookup
Rate_Unit__c	Rate Unit	Pre-Spring 2018	Must be kept in sync with Expense_Limit_Rate__c.Rate_Unit__c	Picklist: Kilometer Mile
Recognition_Method__c	Recognition Method	Fall 2019	The recognition method to apply to this record for revenue forecasting.	Picklist
Reimbursement_Amount_In_Project_Currency__c	Reimbursement Amount In Project Currency	Pre-Spring 2018	This field stores a numeric value for the Reimbursement Amount converted to the Project (billing) currency using system (not overridden) rates, for later use in vendor invoicing.	Number(18,2)	0.00
Reimbursement_Amount__c	Reimbursement Amount	Pre-Spring 2018		Number(18,2)	0.00
Reimbursement_Currency__c	Reimbursement Currency	Pre-Spring 2018		Text(3)
Resource__c	Resource	Pre-Spring 2018	Looks up to: Contact	Lookup
Revenue_Transaction__c	Revenue Transaction	Pre-Spring 2018	Looks up to: Transaction__c	Lookup
Split_Expense__c	Split Expense	Pre-Spring 2018		Checkbox	false
Split_Notes__c	Split Notes	Pre-Spring 2018		TextArea
Status__c	Status	Pre-Spring 2018		Picklist: Approved Draft Rejected Submitted
Submitted__c	Submitted	Pre-Spring 2018		Checkbox	false
Synchronous_Update_Required__c	Synchronous Update Required	Pre-Spring 2018	This checkbox is for system use. It is intended to be checked in conjunction with any insert/update of the Timecard Split executed within a future method, and will then ensure that no downstream future methods are called. In Salesforce, a future method can't call another future method. Triggers should then unset this checkbox so that it never remains checked persistently. Danger: only check this flag for changes NOT on the "critical" path with respect to governor limits. For example, it is ok to check this flag if the only change to the Expense is to modify the Billed/Invoiced flags and the Billing Event Item lookup value.	Checkbox	false
Tax_Type__c	Tax Type	Pre-Spring 2018	An optional type of tax that has been included in the expense	Picklist: GST VAT 1 VAT 2
Third_Party_Expenses_App_Expense_ID__c	Third-Party Expenses App Expense ID	Spring 2019	The Expense ID from the Third-Party Expenses Application.	Text(255)
Type__c	Type	Pre-Spring 2018		Picklist: Airfare Auto Mileage Business Meals Car Rental Employee Relations Gasoline General and Admin Expenses IT Equipment and Services Lodging (Room and Tax) Miscellaneous Office Supplies and Services Personal Meals Phone Postage and Shipping Recruiting Subway Taxi
Vendor_Invoice_Item__c	Vendor Invoice Item	Pre-Spring 2018	Looks up to: Vendor_Invoice_Item__c	Lookup