Rolling Up Expenses

When expenses are submitted using the Submitted or Include in Financials checkbox, a rollup process is initiated to update rollup fields on the assignment and milestone.

You can rollup expenses in the following ways:

  • Either a synchronous or asynchronous job process is initiated based on the availability of resources that fetches all the expenses under the assignment or milestone to recalculate the new rollup values.
  • By using the UseDeltaRollupForExpense configuration option to ensure that the rollup on the assignment or milestone is performed based on the expenses that have been inserted, updated, deleted, or undeleted rather than all the expenses associated with the assignment or milestone.

The UseDeltaRollupForExpense configuration option initiates a synchronous process and updates the rollup fields based only on the updated expenses. By default, the value of UseDeltaRollupForExpense configuration option is set to true.

For more information, see ASM Triggers in Trigger Settings.

Expense Delta Rollup Process

If you select the UseDeltaRollupForExpense option, the expense rollup calculation will only happen when expenses are updated. In some cases, the delta expense rollup calculation won't take place, and you'll need to use the full expense rollup calculation. In these cases, you can start the rollup process by checking the Action: Refresh Expense Roll-Ups checkbox on the Assignment or Milestone page.

The following are scenarios where it will be necessary to perform a full rollup manually:

  • If an assignment or milestone is fetched with the wrong value in the rollup fields.
  • If the milestone field is changed on the expense.
  • If the rollup process initiated using the UseDeltaRollupForExpense configuration option is interrupted for any reason, the rollup field values are not updated.
  • If the following fields on the expense change: 
    • Billable__c
    • Non_Billable_Incurred_Subtotal__c
    • Exchange_Rate_Billing_Currency__c
    • Exchange_Rate_Incurred_Currency__c

To configure the system to always initiate a full expense rollup calculation, deselect the UseDeltaRollupForExpense configuration option under the ASM Triggers configuration group. When deselected, a full expense rollup process will be performed whenever an expense is modified.

If a user initiates the rollup process by selecting the Action: Refresh Expense Roll-Ups checkbox on the Assignment or Milestone page, this will always initiate a full rollup calculation, regardless of your configured default rollup process.

Excluding Assignments and Milestones from Rollups

You can exclude assignments and milestones from timecard expense rollup calculations using the Exclude from Timecard Expense Rollups checkbox on the Assignment or Milestone page. Any excluded assignments or milestones are omitted from the timecard expense rollup calculations.