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Expense Settings

You can control the expense and expense report settings using the Expense configuration groupA collection of configuration options contained in the configuration groups tab that defines behavior of a FinancialForce PSA object or feature..

Field	Key	Description	Default
additional-er-fields		Comma separated list of API names of expense report fields to be displayed on the Edit Expense page as additional fields. The fields you specify only appear when they exist and the user has write permissions on them. If you specify fields that are already displayed, they are ignored. For instance, you can specify the following fields: Milestone__c First_Expense_Date__c Last_Expense_Date__c Reimbursement_Currency__c Note: Notes Do not specify checkboxes such as Billed, Admin Global Edit Action Check Include In Financials, Include In Financials, Submitted or Approved. If these checkboxes are specified and users edit any of them and then click save, the expense report becomes read-only. For a full list of fields that must not be included in this configuration option, see Fields to Exclude from additional-er-fields.
additional-expense-fields		Comma separated list of API names of expense fields to be displayed on the Edit Expense page as additional fields in the Notes Detail section. The fields you specify only appear when they exist and the user has write permissions on them. If you specify fields that are already displayed, they are ignored. You can specify the following fields: Approved_for_Billing__c Approved_for_Vendor_Payment__c Audit_Notes__c Billing_Hold__c Exclude_from_Billing__c Milestone__c Split_Notes__c. Note: Notes Do not specify checkboxes such as Billed, Admin Global Edit Action Check Include In Financials, Include In Financials, Submitted or Approved. If these checkboxes are specified and users edit any of them and then click save, the expense record becomes read-only. For a full list of fields that must not be included in this configuration option, see Fields to Exclude from additional-expense-fields.
allow mixed billable and billable expense reports		Indicates whether an expense report can contain billable and non-billable expenses.
allow-billable-expense-fees		Indicates whether users can add Billable Expense Fees to Expense Billable amounts.
allow-delegated-expense-report-entry		Indicates whether the expense report page loads resources that the user has permission to create expense reports for.
allow-deletion-of-submitted-expenses		Determines when submitted expenses can be deleted.	True
allow-post-submit-edits-after-close		Indicates whether the Closed for Expense Entry checkboxes on parent records such as projects, assignments and milestones only stops entry of new or unsubmitted expenses. When the option is enabled, users cannot enter a new expense report or submit a new expense report that was not previously submitted.
always-use-project-expense-limit-amount		Indicates whether limits and rates assigned directly to a project are used regardless of other limits. When this configuration option is set and an expense limit or rate exists with the project set, that expense limit or rate is used for the project regardless of whether an equivalent expense limit or rate exists for the RPG.
assignment-lookup-columns		List of API names of assignment fields to display as columns on the Project/Assignment lookup in the Expense Entry page. Do not include the pse__ namespace prefix in the API name of a field.	Name, Nick_Name__c
assignment-project-editable-after-save		If true, the project or assignment can be changed for the given expense.	False
assignment-project-editable-after-save-audit-notes		The assignment-project-editable-after-save configuration option enables users to change the project or assignment for saved expenses. However, this requires audit notes to be created for expenses using this configuration option. This configuration contains tokens which are replaced during an update. Valid token names are as follows: <user> - the current user performing the action in the Expense UI. <date> - today's date. <oldproject> - the original project name. <newproject> - the new project name.	User <user> changed the Project from <oldproject> to <newproject> on <date>
assignment-project-editable-after-save-audit-notes-on-expense-report		The assignment-project-editable-after-save-audit-notes-on-expense-report configuration option enables users to change the project or assignment for saved expense reports. However, this requires audit notes to be created for expense reports using this configuration option. This configuration contains tokens which are replaced during an update. Valid token names are as follows: <user> - the current user performing the action in the Edit Expense UI. <date> - today's date. <oldproject> - the original project name. <newproject> - the new project name.	User <user> changed the Project from <oldproject> to <newproject> on <date>
assignment-project-editable-after-save-on-expense-report		If true, the project or assignment can be changed for the given expense report if the report's status is: Draft or Rejected and Submitted, Approved and Include In Financials are false.	False
assignment-tooltip-fields		List of assignment fields to be shown as tooltips on the Expense Entry page.
auto-share-with-project-manager-user		Defines the level of sharing with the project manager for newly created expenses. You can choose from the values None, Read or Edit.	None
auto-share-with-project-resources		Defines the level of sharing with assigned project resources for newly created expenses. You can choose from the values None, Read or Edit.	None
custom-assignment-lookup-columns-fieldset-name		Defines the name of a field set containing assignment fields to display as columns in the Project/Assignment lookup in the Expense Entry page.
custom-edit-expense-header-row-editable-fieldset-name		Enables you to create a custom field set on the Expense object and write its API name to this configuration. Fields added to this field set will be displayed as editable fields on the header lines on the Edit Expense page.
custom-expense-header-row-read-only-fieldset-name		Enables you to create a custom field set on the Expense object and write its API name to this configuration. Fields added to this field set will be displayed as read only fields on the header lines on the Edit Expense and Expense Entry UI pages.
custom-expense-notes-editable-fieldset-name		Enables you to create a custom field set on the Expense object and write its API name to this configuration. Fields added to this field set will be shown as editable fields in the expense line notes section on the Edit Expense and Expense Entry UI pages.
custom-expense-notes-read-only-fieldset-name		Enables you to create a custom field set on the Expense object and write its API name to this configuration. Fields added to this field set will be shown as read only fields in the expense line notes section on the Edit Expense and Expense Entry UI pages.
custom-expense-report-editable-fieldset-name		Enables you to create a custom field set on the Expense Report object and write its API name to this configuration. Fields added to this field set will be displayed as editable in the additional expense report fields section on the Edit Expense page.
custom-expense-report-read-only-fieldset-name		Enables you to create a custom field set on the Expense Report object and write its API name to this configuration. Fields added to this field set will be displayed as read only fields in the additional expense report fields section on the Edit Expense page.
custom-multi-expense-header-row-editable-fieldset-name		Enables you to create a custom field set on the Expense object and write its API name to this configuration. Fields added to this field set will be displayed as editable fields on the header lines on the Expense Entry UI page.
custom-project-lookup-columns-fieldset-name		Defines the name of a field set containing project fields to display as columns in the Project/Assignment lookup in the Expense Entry page.
default-incurred-tax-non-billable		Indicates the default value of the Non-Billable Tax checkbox in the details of each expense line.
default-milestone-to-assignment-milestone		Indicates whether the milestone from the assignment is used when a user does not enter a milestone for an expense report.
delete-expenses-on-er-delete		Indicates whether expenses that belong to an expense report are deleted when that expense report is deleted.	False
disable-milestone-copy-from-er-to-expense		Indicates whether the trigger that automatically copies the expense report milestone to expenses in the same expense report is disabled.	False
display billable checkbox for expenses		Indicates whether the Billable checkbox appears on each expense line. Note: 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.
display-account-on-resource-lookup		Indicates whether Resource Account is shown as a column for search results in the Resource lookup pop-up.
display-billable-amount		Indicates whether the Billable Amount Field is shown in the details of an expense line.
display-incurred-tax-non-billable		Indicates whether the Non-Billable Tax checkbox appears in the details for each expense line.
display-methodology-field		Indicates whether the Methodology field is displayed on the Expense Entry page and when creating and editing expense reports.	True
display-milestone-field		Indicates whether the Milestone field appears on the expense report.
display-non-billable-incurred-amount		Indicates whether the Non Billable Amount field appears on the expense report. When the option is set to false, the Exchange Rate field only appears when the resource has a different currency to that set on the project.
display-non-reimbursable-amount		Indicates whether the Non-Reimbursable checkbox appears on the details of an expense line.
display-phase-field		Indicates whether the Phase field is displayed on the Expense Entry page and when creating and editing expense reports.	True
empty-expense-lines-to-append-by-default		The minimum number of blank expense lines to be available for new expense entry on the Expense Entry page.
empty-expense-lines-to-append-on-add-lines		The minimum number of expense lines to add when a user clicks Add New Rows on the Expense Entry page.
er-auto-submit-for-approval		Indicates whether a newly created or updated expense report is submitted for approval when Submitted is selected and Approved is not selected. This uses the expense approval process if one has been set up on the organization. For information about setting up an approval process, see Setting up Workflow and Approval Processes.
expense-attachment-batch-size		Maximum number of expenses to process in a single batch when creating expense reports using the Submit button on the Expense Entry page. When creating expense reports using the Submit button on the Expense Entry page, PSA processes the expenses in batches to avoid reaching a platform limit.	5
expense-line-updates-synchronous-only		Indicates whether expense lines in an expense report are always updated when the expense report changes. When the value is set to false PSA updates the expense lines when the record count is greater than the value in the max synchronous expense lines configuration option.
expense-only-users-default-status		The value that the Status field is set to when saving an expense report.
expense-only-users-set-submitted-on-save		Indicates whether the Submitted checkbox is automatically selected when users with expense only permissions save an expense report.
expense-queue-batch-size		Determines the batch size of submitted expenses. Consult with FinancialForce Support before changing this setting.	1000
expense-report-approval-process-all-or-none		When using the Submit button on the Expense Entry page to automatically submit expenses for approval, indicates whether all selected expense reports are only submitted for approval if none of them report errors during submission. See Setting up Workflow and Approval Processes.
expense-report-name-required		Indicates whether users must enter an expense report name when creating an expense report.
group-by-methodology		Indicates whether expenses are to be grouped into expense reports based on the selected methodology when creating expense reports from the Expense Entry page.	False
group-by-phase		Indicates whether expenses are to be grouped into expense reports based on the selected phase when creating expense reports from the Expense Entry page.	False
max-synchronous-expense-lines		Maximum number of Expenses lines for which cascading updates from Expense Reports are to be handled synchronously.
minimum-expense-amount-limit-for-attachment		Determines the limit above which a receipt attachment is required to submit an expense. Receipt attachments are not required when the default value is applied. When users enter expenses in non-corporate currencies, PSA converts the expense amounts entered to the corporate currency and then determines if receipt attachments are required When a value greater than zero is set, users can still submit expenses without receipt attachments by selecting the Lost Receipt option. See Lost Receipt for more information. Note: Note If you want PSA to require receipt attachments do not configure it to move attachments from expense records to the expense report. Refer to the following configuration options: move-non-image-attachments-to-ER retain-attachments-on-expense multi-expense-auto-move-attachments-to-er	0
move-non-image-attachments-to-ER		Indicates whether receipt attachments that are not saved as image files will be copied from the expense to the expense report when you combine expense attachments using the Combine Attachments button on the expense report.	False
multi-expense-auto-move-attachments-to-er		Indicates whether expense attachment files on the selected expense lines are moved to the expense report when creating an expense report using the Submit button on the Expense Entry page.	False
multi-expense-er-name-date-time-suffix		Indicates whether expense reports created using the Submit button on the Expense Entry page are created with a name that contains the date time suffix YYYYMMDD-HHMMSS. When true, expenses are created with the suffix. When false, the expenses are created without the suffix.	False
multi-expense-er-submit-status		The value to set in the Status field of an expense report when created using the Submit button on the Expense Entry page.	Submitted
multi-expense-recent-ers-to-show		Number of expense reports to display per page of results on the Expense Entry page when the multi-expense-show-most-recently-created-ers configuration option is true.
multi-expense-show-most-recently-created-ers		Indicates whether an additional section is displayed at the bottom of the Expense Entry page that shows the most recent expense reports for a resource. The number of expense reports that are listed is determined by the multi-expense-recent-ers-to-show configuration option. Expense reports are ordered by their creation date.	True
non-Reimbursable-field-position-is-popup		Indicates whether the reimbursement checkbox appears in the details of the expense line or on the expense line next to the Billable checkbox.
prevent-update-calculated-total-fields-on-er		Determines whether the values of the Total Billable Amount, Total Non Billable Amount and Total Reimbursement Amount fields can be edited in expense reports and on the Edit Expenses page. If true, manual user updates are not saved and an error message is displayed. The default value is false where they can be edited.	False
proj-assig-dropdown-account-custom-field		The name of the field to add as a prefix to the Project/Assignment lookup on the Expense Entry page.
project-lookup-columns		List of API names of project fields to display as columns on the Project/Assignment lookup in the Expense Entry page. Do not include the pse__ namespace prefix in the API name of a field.	Name, Account__r.Name
project-tooltip-fields		List of project fields to be shown as tooltips on Expense Entry page. Warning: You must create one configuration value record for each project field that you want to display.
records-per-page-count		Determines the amount of expense lines displayed per page.
remove-exchange-rate-overrides-on-resource-defined-rate-removal		Removes all incurred and reimbursement currency overrides when resource-defined exchange rates change to zero. If the billing currency matches the incurred or reimbursement currency, removes billing currency overrides.	True
resource-load-limit		Number of Resources to be loaded for the expense resource drop down.
resource-lookup-columns		A list of columns to display on the Resource lookup for the Expense Report Admin Edit page.
retain-attachments-on-expense		Indicates whether receipt photos that have been combined to PDF on the expense report will remain on the expense line.	True
set-owner-to-resource-salesforce-owner		Indicates whether PSA sets the owner of expenses to the assigned resource. When set to true and an expense is entered for a resource whose Salesforce user is inactive, the owner field of that expense report remains unchanged. This allows users to enter expenses for an inactive user without an error occurring because that user is inactive.
show-assignmentNumber-assignment-dropdown		Indicates whether the assignment number appears in the expense report project/assignment drop down or custom lookup.
show-methodology-as-field		The field to use as the methodology name field. When you specify a valid field name, the value of that field is displayed in place of the Methodology Name for all the methodologies shown in the list. Lookup __r references are not allowed.
show-methodology-on-popup		Indicates whether the Methodology field on the Expense Entry page is displayed in the Additional Fields section that appears when you click Edit Details on an expense line. When false, the field is displayed in the expense line.	False
show-milestone-as-field		The field to use as the milestone name field. When you specify a valid field name, the value of that field is displayed in place of the Milestone Name for all the milestones shown in the lookup list.
show-milestone-on-popup		Indicates whether the Milestone field is show in the Additional fields section or the expense line on the Expense Entry page. When true, the Milestone field is shown at the top of the Additional Fields section of the Expense Entry page. When false, the Milestone field is displayed on the main Expense Entry page in the expense line.
show-phase-as-field		The field to use as the phase name field. When you specify a valid field name, the value of that field is displayed in place of the Phase Name for all the phases shown in the list. Lookup __r references are not allowed.
show-phase-on-popup		Indicates whether the Phase field on the Expense Entry page is displayed in the Additional Fields section that appears when you click Edit Details on an expense line. When false, the field is displayed in the expense line.	False
show-projectName-assignment-dropdown		Indicates whether the project name appears in the expense report project/assignment drop down or custom lookup.
show-tax-type-on-popup		Indicates whether the Tax Type field is displayed in the Detail section of the Expense Entry and Edit Expense pages. When false, the field is displayed in the expense line.	True
top-assignments-to-show-count		Number of recent assignments to be listed in the Project/Assignment lookup.
top-projects-to-show-count		Number of recent projects to be listed in the Project/Assignment lookup.
ui-ajax-timeout-ms		The maximum number of milliseconds to wait on the Expense Entry page before enabling the input fields.	1000
undelete-expenses-on-er-undelete		Indicates whether expenses that belong to an expense report are undeleted when that expense report is undeleted. Note: Note Expenses in the recycle bin that belong to the expense report are also undeleted when the expense report is undeleted. This includes expenses that were deleted before the expense report was deleted.	False
update-approver-on-edit		Indicates whether the Approver field on an expense report is updated when a user edits it. This configuration option is dependent on the AssignProjectManagerToExpenseReportApprover configuration option in the Triggers configuration groupA collection of configuration options contained in the configuration groups tab that defines behavior of a FinancialForce PSA object or feature..
update-asn-milestone-from-exp-in-separate-threads		Indicates whether updates from expenses to assignments and milestones are forced to occur in separate future methods.
update-er-from-exp-sync		Indicates whether changes made on expenses are carried out on the related expense report at the time the change is made on the expense record.
update-expense-exchange-rate-amounts-post-submit		If set to true, it is possible to update expense amounts post-submit based on updated currency exchange rates for expense dates. If set to false, the exchange rates on expenses remain as-is post-submit.
use-expense-date-to-convert-rates-limits		Indicates whether the date on an expense line is used to convert the expense limits and rates to the target currency. When true, the date on an expense line is used. When false, the effective date on the expense limits and rates is used.	False
use-fieldset-for-expense-ui		Allows you to switch your preferred method of managing visible fields on the Expense Entry and Edit Expense pages. If False, PSA will use configuration options to configure the user interface. If True, PSA will use field sets to configure the user interface.
use-highest-expense-limit-amount		Where expense limits/rates have values for Start Date and End Date, indicates whether the highest or lowest expense limit/rate is used when there are expense limits/rates for the same expense type with overlapping date ranges. Enter true for highest and false for lowest.
width-px-for-currency		Width of the Currency column on the Expense Entry page in pixels. Enter a whole number for this value.	120
width-px-for-date		Width of the Date column on the Expense Entry page in pixels. Enter a whole number for this value.	70
width-px-for-description		Width of the Description column on the Expense Entry page in pixels. Enter a whole number for this value.	120
width-px-for-methodology-drop-down		The width of the Phase drop-down list on the Expense Entry page in pixels when show-methodology-on-popup is false.
width-px-for-milestone-drop-down		Width of the Milestone drop-down list on the Expense Entry page in pixels. Enter a whole number for this value.
width-px-for-phase-drop-down		The width of the Phase drop-down list on the Expense Entry page in pixels when show-phase-on-popup is false.
width-px-for-project-assig-lookup		Width of the Project/Assignment column on the Expense Entry page in pixels. Enter a whole number for this value.	230
width-px-for-status		Width of the Status column on the Expense Entry page in pixels. Enter a whole number for this value.	50
width-px-for-total-amount		Width of the Total Amount column on the Expense Entry page in pixels. Enter a whole number for this value.	80
width-px-for-type		Width of the Type column on the Expense Entry page in pixels. Enter a whole number for this value.	170

Fields to Exclude From Additional ER and Expense Fields Settings

Fields to Exclude from additional-er-fields

You must not include any of these fields in the comma delimited list of API names for field names in the additional-er-fields configuration option:

Fields to Exclude from additional-expense-fields

You must not include any of these fields in the comma delimited list of API names for field names in the additional-expense-fields configuration option:

Expense Approval UI Configuration Settings

The Expense Approval UI custom setting controls the behavior of the Manage Expense Reports to Approve page.

Key: D – This setting is no longer used and has been replaced by the Expense Report Approval Columns field set. See Expense Report Field Sets.

Tip:

Tip

If you have permissions to do so, you can change the columns that appear on the Manage Expense Reports To Approve page by editing the field sets in the Expense Report object. See Expense Report Field Sets. Field sets are a Salesforce platform feature. For further information about editing field sets, see the Salesforce help.

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