Expense and Expense Report Fields

An expense is incurred by a resource working on a project. Expenses are grouped into an expense report. Each expense must be associated with an expense report. The fields described in this section are available to users with administrator privileges. For information about the fields that appear when entering expenses, see "Expense Report Page Fields" and "Expense Entry Page Fields".

Here is a description of the fields on the Expense object.

Key: * – Mandatory; R – Read-only

Field		Description
Admin Global Edit		Indicates whether global changes will be made to the expense
Amount	*	Amount for the expense.
Amount to Bill		Expense amount to bill the customer.
Amount to Reimburse		Expense amount to reimburse the resource.
Approved		Indicates whether the expense is approved.
Approved for Billing		Indicates whether the expense is approved for billing.
Approved for Vendor Payment		Indicates whether the expense is approved for payment.
Assignment		The assignment to which the expense relates.
Audit Notes		Audit notes for the expense.
Billable		Indicates whether the expense is to be charged to the customer.
Billable Amount		Expense amount to bill the customer.
Billable Fee Flat		Flat fee in Project currency by which to increase the billable amount of the Expense, defaulted from Project along with Project currency.
Billable Fee Flat Amount		Flat fee in by which to increase the billable amount of the Expense, defaulted from the Project.
Billable Fee Percentage		Fee percentage by which to increase the billable amount of the Expense, defaulted from the Project.
Bill Date		The date on which the expense was charged to the project or customer.
Billed		Indicates whether the expense has been charged to the project or customer.
Billing Amount		Amount to bill the customer.
Billing Amount (Pre-Fee Subtotal)		Amount to bill the customer minus the billable fee.
Billing Currency		Currency that the expense is to be billed in.
Billing Event		Billing event to which the expense relates.
Billing Event Invoiced		Indicates whether the billing event has been invoiced.
Billing Event Item		Billing event item to which the expense relates.
Billing Event Released		Indicates whether the billing event to which the expense relates has been released.
Billing Event Status		Status of the billing event associated with the expense.
Billing Hold		Indicates that billing for the expense is on hold. When selected, the expense cannot be billed and is not included when generating billing events.
Bill Transaction		Transaction ID for the billing event related to the timecard split.
Cost Transaction		Transaction ID for the cost associated with the timecard split.
Description		Description of the expense.
Distance		Distance traveled for auto mileage reimbursement.
Eligible For Billing		Indicates whether the expense is in a state that is eligible for billing event generation. In addition to this, Approved for Billing may need to be selected depending on the global configuration that your administrator has set.
Exclude from Billing		Indicates whether the expense is ineligible for billing generation. Selecting the checkbox has the same effect as billing hold, but is a permanent exclusion from billing generation.
Expense Date		Date of the expense.
Expense Report		Expense report to which the expense relates
Include In Financials		Indicates whether the expense is to be included in the financial roll-ups to the project and RPGs.
Incurred Tax		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.
Incurred Tax Non-Billable		Indicates whether the portion of the Expense amount specified in the Incurred Tax field is on-billable.
Invoiced		Indicates whether the customer has been invoiced.
Invoice Date		Date the invoice was created.
Invoice Number		Invoice number for the invoice associated with the timecard split.
Invoice Transaction		Transaction ID for the invoice related to the expense.
Milestone		The project milestone to which the expense relates. If the Closed for Expense Entry checkbox is selected on a milestone, that milestone is not available for selection.
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 Incurred Amount		Amount which is to be subtracted from the expense amount in the calculation for the Non-Billable Amount.
Non-Billable Incurred Subtotal		Non-Billable Incurred Amount plus non-billable tax.
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.
Override Region/Practice/Group		Overrides the Region/Practice/Group to which the transactions on the expense roll up to for Region/Practice/Group actuals.
Override Region/Practice/Group Currency Code		Currency code of the currency selected on the Override Region/Practice/Group.
Project		The project to which an expense relates.
Rate Unit		Unit of measurement used in expense calculations.
Reimbursement Amount		Amount to reimburse the resource.
Reimbursement Currency		Currency to reimburse the resource in.
Resource	*	Resource to which the expense relates.
Revenue Transaction		Transaction ID for the revenue associated with the expense.
Status		Approval status of the expense.
Submitted		Indicates whether the expense has been submitted for approval.
Synchronous Update Required		For internal use only. Do not change this setting.
Tax Type		The type of tax incurred. Your administrator can configure the options that appear in the drop-down list.
Type		The type of expense incurred. Expense limits may be set on these types.
Vendor Invoice Item		Vendor invoice item to which the expense applies.

Field

Description

Admin Global Edit

Indicates whether global changes will be made to the expense

Amount

Amount for the expense.

Amount to Bill

Expense amount to bill the customer.

Amount to Reimburse

Expense amount to reimburse the resource.

Approved

Indicates whether the expense is approved.

Approved for Billing

Indicates whether the expense is approved for billing.

Approved for Vendor Payment

Indicates whether the expense is approved for payment.

Assignment

The assignment to which the expense relates.

Audit Notes

Audit notes for the expense.

Billable

Indicates whether the expense is to be charged to the customer.

Billable Amount

Expense amount to bill the customer.

Billable Fee Flat

Flat fee in Project currency by which to increase the billable amount of the Expense, defaulted from Project along with Project currency.

Billable Fee Flat Amount

Flat fee in by which to increase the billable amount of the Expense, defaulted from the Project.

Billable Fee Percentage

Fee percentage by which to increase the billable amount of the Expense, defaulted from the Project.

Bill Date

The date on which the expense was charged to the project or customer.

Billed

Indicates whether the expense has been charged to the project or customer.

Billing Amount

Amount to bill the customer.

Billing Amount (Pre-Fee Subtotal)

Amount to bill the customer minus the billable fee.

Billing Currency

Currency that the expense is to be billed in.

Billing Event

Billing event to which the expense relates.

Billing Event Invoiced

Indicates whether the billing event has been invoiced.

Billing Event Item

Billing event item to which the expense relates.

Billing Event Released

Indicates whether the billing event to which the expense relates has been released.

Billing Event Status

Status of the billing event associated with the expense.

Billing Hold

Indicates that billing for the expense is on hold. When selected, the expense cannot be billed and is not included when generating billing events.

Bill Transaction

Transaction ID for the billing event related to the timecard split.

Cost Transaction

Transaction ID for the cost associated with the timecard split.

Description

Description of the expense.

Distance

Distance traveled for auto mileage reimbursement.

Eligible For Billing

Indicates whether the expense is in a state that is eligible for billing event generation. In addition to this, Approved for Billing may need to be selected depending on the global configuration that your administrator has set.

Exclude from Billing

Indicates whether the expense is ineligible for billing generation. Selecting the checkbox has the same effect as billing hold, but is a permanent exclusion from billing generation.

Expense Date

Date of the expense.

Expense Report

Expense report to which the expense relates

Include In Financials

Indicates whether the expense is to be included in the financial roll-ups to the project and RPGs.

Incurred Tax

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.

Incurred Tax Non-Billable

Indicates whether the portion of the Expense amount specified in the Incurred Tax field is on-billable.

Invoiced

Indicates whether the customer has been invoiced.

Invoice Date

Date the invoice was created.

Invoice Number

Invoice number for the invoice associated with the timecard split.

Invoice Transaction

Transaction ID for the invoice related to the expense.

Milestone

The project milestone to which the expense relates. If the Closed for Expense Entry checkbox is selected on a milestone, that milestone is not available for selection.

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 Incurred Amount

Amount which is to be subtracted from the expense amount in the calculation for the Non-Billable Amount.

Non-Billable Incurred Subtotal

Non-Billable Incurred Amount plus non-billable tax.

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.

Override Region/Practice/Group

Overrides the Region/Practice/Group to which the transactions on the expense roll up to for Region/Practice/Group actuals.

Override Region/Practice/Group Currency Code

Currency code of the currency selected on the Override Region/Practice/Group.

Project

The project to which an expense relates.

Rate Unit

Unit of measurement used in expense calculations.

Reimbursement Amount

Amount to reimburse the resource.

Reimbursement Currency

Currency to reimburse the resource in.

Resource

Resource to which the expense relates.

Revenue Transaction

Transaction ID for the revenue associated with the expense.

Status

Approval status of the expense.

Submitted

Indicates whether the expense has been submitted for approval.

Synchronous Update Required

For internal use only. Do not change this setting.

Tax Type

The type of tax incurred. Your administrator can configure the options that appear in the drop-down list.

Type

The type of expense incurred. Expense limits may be set on these types.

Vendor Invoice Item

Vendor invoice item to which the expense applies.

Note

An expense must be associated with an expense report. Normally, you should create expense records using the Multiple Expense UI or New Expense Report buttons on the Expenses or Expense Report related lists.

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

Field			Description
Action: Update Include in Financials			Indicates whether to update the Include in Financials checkbox asynchronously during a mass data load to avoid governor limits associated with native updates. This field is not intended for display, it is designed to support field updates in the approval process.
Admin Global Edit			Indicates whether an administrator can make global changes to an expense report when Include In Financials is selected. To use this option, the actuals calculation mode must be set to Scheduled. With this option selected, global changes will be made to the expenses in the expense report when you click Save.
Approved			Indicates whether the expense report is approved.
Approver			The current approver for the expense report.
Assignment			Assignment to which the expense report relates.
Audit Notes			Audit notes for the expense report.
Billable			Indicates whether the expenses in the expense report are to be charged to the customer.
Currency	*		Currency that the report is generated in.
Description			Description of the expense report.
Exclude from Billing			Indicates whether the Exclude from Billing checkbox on child expenses is to be selected. This has the same effect as billing hold, but is a permanent exclusion from billing generation.
First Expense Date			The date on which the first expense was incurred.
Include in Financials			Indicates whether the expense report is to be included in the financial roll-ups to the project and RPGs.
Last Expense Date			The date on which the last expense was incurred.
Lines Billed			Indicates whether the lines in the expense report have been billed.
Lines Invoiced			Indicates whether the lines in the expense report have been invoiced.
Milestone			The project milestone to which the expense report relates. If the Closed for Expense Entry checkbox is selected on a milestone, that milestone is not available for selection.
Override Group			The group to which child expense transactions roll up for group actuals even when 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.
Override Practice			The practice to which child expense transactions roll up for practice actuals even when 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.
Override Region			The region to which child expense transactions roll up for regional actuals even when 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.
Project			Project to which the expense report relates.
Project Expense Notes		R	Expense notes entered on the project record.
Reimbursement Currency			The three character currency code representing the currency that the resource will be reimbursed in.
Resource			Resource to which the expense report relates.
Status			The current status of the expense report.
Submitted			Indicates whether the expense report has been submitted for approval.
Total Billable Amount			The total amount to include for future processing in downstream financial systems.
Total Non-Billable Amount			The total amount to exclude from future processing in downstream financial systems.
Total Reimbursement Amount			The total reimbursement amount in the resource's default currency.

Field

Description

Action: Update Include in Financials

Indicates whether to update the Include in Financials checkbox asynchronously during a mass data load to avoid governor limits associated with native updates. This field is not intended for display, it is designed to support field updates in the approval process.

Admin Global Edit

Indicates whether an administrator can make global changes to an expense report when Include In Financials is selected. To use this option, the actuals calculation mode must be set to Scheduled. With this option selected, global changes will be made to the expenses in the expense report when you click Save.

Approved

Indicates whether the expense report is approved.

Approver

The current approver for the expense report.

Assignment

Assignment to which the expense report relates.

Audit Notes

Audit notes for the expense report.

Billable

Indicates whether the expenses in the expense report are to be charged to the customer.

Currency

Currency that the report is generated in.

Description

Description of the expense report.

Exclude from Billing

Indicates whether the Exclude from Billing checkbox on child expenses is to be selected. This has the same effect as billing hold, but is a permanent exclusion from billing generation.

First Expense Date

The date on which the first expense was incurred.

Include in Financials

Indicates whether the expense report is to be included in the financial roll-ups to the project and RPGs.

Last Expense Date

The date on which the last expense was incurred.

Lines Billed

Indicates whether the lines in the expense report have been billed.

Lines Invoiced

Indicates whether the lines in the expense report have been invoiced.

Milestone

The project milestone to which the expense report relates. If the Closed for Expense Entry checkbox is selected on a milestone, that milestone is not available for selection.

Override Group

The group to which child expense transactions roll up for group actuals even when 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.

Override Practice

The practice to which child expense transactions roll up for practice actuals even when 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.

Override Region

The region to which child expense transactions roll up for regional actuals even when 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.

Project

Project to which the expense report relates.

Project Expense Notes

Expense notes entered on the project record.

Reimbursement Currency

The three character currency code representing the currency that the resource will be reimbursed in.

Resource

Resource to which the expense report relates.

Status

The current status of the expense report.

Submitted

Indicates whether the expense report has been submitted for approval.