Expense Report Page Fields

Here is a description of the fields on the Expense Report page.

Information

Key:
* – Mandatory.
R – Read-only

L- Lightning.

Field     Description
Currency *   Currency that the report is generated in.
Expense Notes Description     Notes for the expense reportClosed A mechanism for charging expenses incurred to a project or an assignment..
Expense Report Name *   Name of the expense report. If you do not enter a name, the system generates one automatically. This field is mandatory if the expense-report-name-required configuration option is set.
Owner   R The person who created the expense report.
Resource   R The resource to which the expense applies.

Project Information

Field   Description  
Billable   Indicates whether the customer can be charged for the expense and therefore included in billing events.  
Milestone   Milestone to which the expenses apply. If the Closed for Expense Entry option has been selected on a milestoneClosed A fixed target, which when achieved, can be billed to the customer for a fixed fee or by logging time against it., that milestone is not listed.  
Project / Assignment R Project or assignmentClosed Connection between a resource and a project. that the expenses apply to.  
Milestone   The project milestoneClosed A fixed target, which when achieved, can be billed to the customer for a fixed fee or by logging time against it. to which the expense relates. If the Closed for Expense Entry checkbox is selected on a milestone, that milestone is not available for selection.
Phase   The phase in the project to which the expense refers. Depending on configuration, the phases listed are generated from the project phase records associated with the project or the default drop-down list associated with the Project Phase field on the project.If an assignment is linked to a subset of project phases, only those phases are shown in the Phase drop-down list when entering an expense.
Methodology   The current step in the Project Methodology. Depending on configuration, the methodologies listed are generated from the project methodology records associated with the project or the default drop-down list associated with the Project Methodology field on the timecard object.If an assignment is linked to a subset of project methodologies, only those methodologies are shown in the Methodology drop-down list when entering an expense.
Project L Projects to which the expenses apply.  
Assignment L Assignments to which the expenses apply.  

Auditing

You can enter audit notes in the Audit Notes field.

Note:

We recommend that you include audit notes for every business transaction. Audit notes are restricted to 255 characters.

Expense Limits / Rates

If your administrator has created expense limits and rates on the Expense Limits / Rates tab, they are listed in the Expense Limits / Rates section when you click .

Expenses

Key:
* – Mandatory.
R – Read-only
H – Hidden until you select a currency other than your default currency.

Field   Description
Billable   Indicates whether the expenseClosed A record of expenses incurred by resources assigned to a project or opportunity. is to be charged to the customer.
Note:

When the display-billable-checkbox-for-expenses configuration option is false, the Billable checkbox is hidden and its value is now inherited from the related assignment or project.
Billable Amount R The expense amount to be charged to the customer. The billable amount updates in real time, so you can change the amounts as needed until they reflect your expense.
Currency * Currency that the expense was incurred in.
Date * The date on which the expense was incurred.
Description   Description of the expense.
Exchange Rate H The exchange rate to be used to calculate the Reimbursable Amount for the expense line.
Incurred tax amount   Portion of the expense which is tax. If the amount is Non-Billable, it is in addition to any Non-Billable Amount specified. The combined Non-Billable total cannot be greater than the Total Amount of the Expense.
Non-Billable Amount   Portion of the expense which is not to be charged to the customer. This amount is subtracted from the billable amount.
Non-Billable Tax   Indicates whether the tax amount is not chargeable to the customer.
Non-Reimbursable   Indicates whether the expense is non-reimbursable for future processing in downstream financial systems. When selected, the Reimbursable Amount field shows zero.
Notes   Notes for the expense line.
Reimbursable Amount H The reimbursable amount in your currency, calculated using the Exchange Rate for the expense line.
Tax type   The type of tax incurred. Your administrator can configure the options that appear in the drop-down list.
Total Amount * Total amount for the expense.
Type   The type of expense.

Buttons

Button Description
Action Deletes the expense row from the expense report.
Add New Rows Adds new blank expense rows to the Expenses section of the Expense Report tab.
Done When the extra fields are displayed for an expense line, hides them.
Edit Details Displays extra fields for each expense line where you can enter notes, billable amounts and tax details.
Save Saves the expense report including the expense lines.