Configuring Expense Fields

Expense Entries

Expense entries track the amount other important details of an expense item within an expense sheet or report. For example, you might have an expense entry of a meal (the expense type) that took place on Monday 3/28 (the date). You can control the specific fields that are entered recorded against each expense item by clicking the Options link under the More Menu (triangle button) in the upper-right corner of the Expense Sheets list.

Note: You can enable sheet support on any asset type. See the Asset Types help topic for more information.

Expense entries can have the following entry fields:

Property	Description
Date	The date of the entry. This is the date the expense was used, for instance. This field is required.
Entry ID	A unique ID for identifying this entry. If the field is not entered by the employee then a value is automatically generated. You can control the formatting of this by editing the ID format on the Expense Types page. See the Asset Types topic for more information.
Expense Item	The expense item associated with this entry. The selected expense type will be used by users to record: The amount that the expense costs. Where the expense item does not have a unit amount (unit cost) set in its profile, users are only required to enter the expense item amount, and not enter values for quantity or unit amount. The quantity of the expense item and the unit of measure for a quantity field where the expense item requires recording the quantity, such as miles. The expense item can have a fixed unit amount, such as unit amount per mile for a mileage expense item. In this case, the amount will be a calculated value (quantity X unit amount = amount). The number of digits to the right of the decimal point that can be entered for the quantity field. The currency for an expense item unit amount can be set when multi-currency is enabled. The unit amount can be set as a “fixed” or “editable by employee.” This can be used when you might have multiple fixed rate expense items. In the case of a “Mileage USA,” you could set the unit amount to a fixed rate of .54 USD. For “Mileage Canada” you could set the unit amount of a fixed rate of .56 CAD.
Quantity	Quantity is used for certain expense items that require capturing a quantity, such as the number of miles. You can setup multiple expense types for miles to reflect different reimbursement rates that will be multiplied times the quantity entered. For example, #Miles USA would be have a different unit amount (per mile) than #Miles UK.
Description	A description for this entry, up to 255 characters. For larger text input you can also use the Notes field.
Unit Amount	The unit amount (cost) of an expense entry.
Amount	The total amount of an expense entry (quantity X unit amount)
Currency	Currency is the selected by the employee to designate the currency of the expense amount where the cost was incurred. The currency can only be edited if multi-currency is enabled.
Billable	A checkbox field that indicates whether this expense entry is billable or not. If the expense entry is not billable then the Unit Bill Amount and Bill Amount values will be automatically set to zero.
Unit Bill Amount	The unit bill amount of an expense entry that will be used to calculate the bill amount billed to a customer.
Bill Amount	The total bill amount for this entry, computed as the quantity times the unit bill amount. Bill amount is what you charge for this expense, as opposed to amount(cost), which is what you pay for this expense. Note that you can optionally allow this value to be overridden if you make this field editable (see the Asset Entry Fields topic for more information). If this value is overridden then a new unit bill amount will be computed for the entry as the total bill amount divided by the quantity. Note that both Unit Bill Amount and Bill Amount will be automatically set to zero if the Billable checkbox is present and not checked.
Reimbursable	A checkbox field that indicates whether the employee associated with this expense entry should be reimbursed for the cost. You need to have the Reimbursable field configured as an entry field in order to see the Total Reimbursement value of an expense sheet.
Reimbursement Amount	Reimbursement amount is the amount in the reimbursement currency that will be reimbursed to an employee in the reimbursement currency. The reimbursement amount can be overridden by an employee. The Reimbursement Amount field shows up automatically in the Entry Details dialog if the Reimbursable field is present.
Reimbursement Currency	Reimbursement currency is designated by the employee in the Expense Sheet and is used to convert an expense amount from and expense currency into a reimbursement currency. For example, an airfare expense that is incurred in USD (the expense currency) might be converted into CAD (the reimbursement currency). The Reimbursement Currency can only be edited if the Reimbursable field is present, and multi-currency is enabled.
Exchange Rate	The exchange rate that converts the expense amount into a reimbursement amount. Exchange rate can be overridden by an employee. The Exchange Rate field shows up automatically in the Entry Details dialog if the Reimbursable field is present, and multi-currency is enabled.
Notes	Notes for this entry, up to 4,000 characters (2,000 for Oracle databases). Use this for longer information about the entry, as opposed to the description field, which has a limit of 255 characters.
Employee	The employee to associate with this entry. By default it is set to the employee who created the entry. Note that you can optionally allow this value to be overridden if you make this field editable (see the Asset Entry Fields topic for more information).
Reporting Group	The group to associate with this entry. By default it is set to the reporting group of the employee who created the entry. Reporting Group is a terminology item and can be changed to "Cost Center", "Department", "Crew", etc. The Terminology topic has more information. Note that you can optionally allow this value to be overridden if you make this field editable (see the Asset Entry Fields topic for more information).
Customer/Project/Task	You can enter a value for the work breakdown structure (WBS) for this entry. For more information on see the Work Breakdown Structure topic. Note that you can have the employee input as many or as few of the WBS levels as you like by editing which fields are allowed for entry (see the Asset Entry Fields topic for more information).
Custom Fields	You can have any number of custom fields that can be entered by the employee for an expense entry. To add new custom fields select Options on the More menu, and then Entry Fields: Configure Entry Fields (see the Custom Fields topic for more information).