Setting up Expense Limits and Rates

To set up an expense limit Maximum amount for an expense type on an expense line. or expense rate Used on expenses with types such as mileages to calculate the expense amount.:

1. Click the Expense Limits / Rates tab.
2. Click New.
3. Select the expense A record of expenses incurred by resources assigned to a project or opportunity. type.
   Note:

   If you are using the PSA desktop and want more than one auto mileage type of expense rate, you must add more picklist values to the Type field on the Expense Limit / Rate object and the Expense object. The picklist values that you enter must be exactly the same on both objects.

4. If you want to create an expense rate, select the Rate checkbox. If you want to create an expense limit, deselect the Rate checkbox.
5. If you are creating an expense rate, select the unit that you want from the Rate Unit drop-down list.
6. Enter the expense limit or amount for the rate in the Amount field.
7. Select the currency for the limit or rate, enter a description and select the effective date for the currency
8. Optionally, select the start and end dates on which the limit or rate starts and ends.
9. In the Applicability section:
   1. Select the resource A contact that works on a project. roles that you want to apply the limit or rate to from the Available list and click the ► button to move them into the Chosen list.
   2. Optionally, select a project A collection of activities and related items to be managed over a defined time range, such as timecards, expenses, milestones and budgets., region A level of hierarchy used in PSA to which other objects belong such as resources, opportunities and projects., practice A level of hierarchy used in PSA to which other objects belong such as resources, opportunities and projects. or group A level of hierarchy used in PSA to which other objects belong such as resources, opportunities and projects. to apply the limit or rate to.
   3. Optionally, if you want the expense limit or rate to apply to children of each region, practice, or group, select Cascading.
   4. To activate the expense limit or rate, select Active. The expense rate or limit is not enforced if not active.
10. Click Save.

Note:

If you change an existing expense limit or rate and expenses have already been entered using that rate, the total amount of those expenses is not updated automatically.