PSA Data Dictionary

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 NameField LabelCreated in VersionDescriptionTypeDefault 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 fee*before* 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 fee*before* 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 fee*before* 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
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


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