Expense and Expense Report Fields

An expense Closed A record of expenses incurred by resources assigned to a project or opportunity. is incurred by a resource Closed A contact that works on a project. working on a project Closed A collection of activities and related items to be managed over a defined time range, such as timecards, expenses, milestones and budgets.. Expenses are grouped into an expense report Closed A mechanism for charging expenses incurred to a project or an assignment.. 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.

Expense 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.
Applied Expense Rate		Stores a lookup on the expense rate used to calculate the expense.
Approved		Indicates whether the expense is approved.
Approved for Billing		Indicates whether the expense is approved for billing. This field must be checked prior to Billing Generation. Your administrator can set up an approval process, field update, or trigger to automatically manage this field setting based on defined criteria.
Approved for Vendor Payment		Indicates whether the expense is approved for payment.
Assignment		The assignment to which the expense relates.
Attachments moved to ER	R	Indicates whether expense attachments have been moved from the expense line to the expense report. This field is automatically selected when Expense configuration settings multi-expense-auto-move-attachments-to-er is true and minimum-expense-amount-limit-for-attachment is greater than zero (0). We recommend you mark this field as read-only if you add it to your page layouts.
Audit Notes		Audit notes for the expense up to a maximum of 255 characters.
Audit Notes History		Additional Audit Notes for the expense in excess of 255 characters recorded in the Audit Notes field.
Bill Date		The date on which the expense was charged to the project or customer.
Bill Transaction		Transaction ID for the billing event related to the timecard split A whole timecard or part of a timecard..
Billable		Indicates whether the expense 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		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.
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 A means of generating billing information that can be fed into a financial system 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 whether billing for the expense is on hold. When selected, the expense A record of expenses incurred by resources assigned to a project or opportunity. cannot be billed and is not included when generating billing events.
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-up Term used to describe how a lower level figure or transaction is included in a higher level transaction or calculation. to the project A collection of activities and related items to be managed over a defined time range, such as timecards, expenses, milestones and budgets. 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.
Invoice Date		Date the invoice was created.
Invoice Number		Invoice number for the invoice associated with the timecard split A whole timecard or part of a timecard..
Invoice Transaction		Transaction ID for the invoice related to the expense.
Invoiced		Indicates whether the customer has been invoiced.
Lost Receipt		Enables users to submit expenses without receipt attachments even if receipt attachments are required. This field is only visible on the Multiple Expense Entry UI if the value of minimum-expense-amount-limit-for-attachment is greater than zero. Note: Currently, to be able to know how many lost receipts users are declaring, a separate expense line must be created for each lost receipt.
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.
Milestone		The project milestone 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.
Milestone		The project milestone 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.
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 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./group A level of hierarchy used in PSA to which other objects belong such as resources, opportunities and projects. to which the transactions on the expense roll-up Term used to describe how a lower level figure or transaction is included in a higher level transaction or calculation. to for region/practice/group actuals Totals for a given time period..
Override Region/Practice/Group Currency Code		Currency code of the currency selected on the Override region/practice/group.
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.
Project		The project A collection of activities and related items to be managed over a defined time range, such as timecards, expenses, milestones and budgets. to which an expense A record of expenses incurred by resources assigned to a project or opportunity. relates.
Rate Unit		Unit of measurement used in expense calculations.
Recognition Method		Recognition method to apply to this record for Revenue Forecasting. The options available are: Deliverable % Complete Equal Split: Months Equal Split: Months/Part Periods Equal Split: Days Equal Split: 4,4,5 Notes: This is a global picklist that is on several objects used in Revenue Forecasting. This field is not relevant if you are using the integration between PSA and FinancialForce Revenue Management.
Reimbursement Amount		Amount to reimburse the resource.
Reimbursement Amount in Project Currency		Numeric value for the Reimbursement Amount that has been converted to the project currency in which the project is billed using system rates. This field is used for vendor invoicing.
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. 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.
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.

Expense Report Fields

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 A mechanism for charging expenses incurred to a project or an assignment. 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.
Audit Notes History			Stores audit notes history. When a user changes a project or assignment on an expense report and the audit notes exceed 255 characters, older audit notes are moved and appended here.
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.
Disable Approval Auto Submit			Indicates whether submission for approval is skipped when the Submitted checkbox is selected. Depending on the approval process your administrator has chosen, this checkbox might be selected when you submit an expense report for approval. This prevents re-submission to the approval process when the expense report is already submitted for approval.
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.
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.
Milestone			The project A collection of activities and related items to be managed over a defined time range, such as timecards, expenses, milestones and budgets. milestone 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 report A mechanism for charging expenses incurred to a project or an assignment. relates. If the Closed for Expense Entry checkbox is selected on a milestone, that milestone is not available for selection. Tip: If no milestones are listed and milestones exist in your project, it might be that the Show Assignment Milestones Only checkbox is selected on the assignment and no assignment milestone records exist for the assignment. See Show Assignment Milestones Only.
Override Group			The group A level of hierarchy used in PSA to which other objects belong such as resources, opportunities and projects. to which child expense transactions roll-up Term used to describe how a lower level figure or transaction is included in a higher level transaction or calculation. for group actuals Totals for a given time period. 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.
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.
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.

Accounting Integration

If FinancialForce Services Resource Planning (SRP) is installed in your org, additional fields, actions, and buttons are available on the Expense Report and Expense objects. For more information, see Expense Report Fields.

Concepts

Expense Reports

About Expense Currencies

Tasks

Approving and Rejecting Expense Reports

Cloning an Expense Report

Correcting Expense Reports

Creating and Submitting an Expense Report

Setting up Expense Limits and Rates

Editing Expenses and Attaching and Combining Receipts

Entering Multiple Expenses

Enabling Salesforce Files Support

Reference

Expense Entry Page Fields

Combine Expense Attachments Page Fields

Expense Report Page Fields

Expense Settings

Expense and Expense Report Fields

Expense Fields

Expense Report Fields

Accounting Integration

Related Content