An expenseA record of expenses incurred by resources assigned to a project or opportunity. is incurred by a resourceA contact that works on a project. working on a projectA 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 reportA 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.
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 checked when Expense configuration settings multi-expense-auto-move-attachments-to-er is true and minimum-expense-amount-limit-for-attachment is greater than 1. 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 splitA whole timecard or part of a timecard.. | ||
| 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. | ||
| 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 eventA 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 expenseA 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-upTerm used to describe how a lower level figure or transaction is included in a higher level transaction or calculation. to the projectA 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 splitA 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. |
||
| 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 milestoneA 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 milestoneA 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 regionA level of hierarchy used in PSA to which other objects belong such as resources, opportunities and projects./practiceA level of hierarchy used in PSA to which other objects belong such as resources, opportunities and projects./groupA 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-upTerm used to describe how a lower level figure or transaction is included in a higher level transaction or calculation. to for region/practice/group actualsTotals 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 projectA collection of activities and related items to be managed over a defined time range, such as timecards, expenses, milestones and budgets. to which an expenseA record of expenses incurred by resources assigned to a project or opportunity. relates. | ||
| Rate Unit | Unit of measurement used in expense calculations. | ||
| 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. | ||
| Vendor Invoice Item | Vendor invoice item to which the expense applies. |
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 reportA 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 projectA collection of activities and related items to be managed over a defined time range, such as timecards, expenses, milestones and budgets. milestoneA 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 reportA 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. | ||
| Override Group | The groupA level of hierarchy used in PSA to which other objects belong such as resources, opportunities and projects. to which child expense transactions roll-upTerm used to describe how a lower level figure or transaction is included in a higher level transaction or calculation. for group actualsTotals 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. |