Overview
The Expense Entries dataset provides a comprehensive record of all expense log entries in CORE, covering both employee and vendor expenses. It serves as the primary data source for building expense-related charts and dashboards, enabling you to analyze costs, markup, billing status, reimbursement, and tax details across your projects, clients, and workforce.
This dataset is available in CORE Insights Dashboard Builder under the Data panel when creating or editing a chart. Use it to build visuals that track expense trends by employee or vendor, monitor billable versus non-billable spend, measure markup performance, and reconcile invoice and payment status across your portfolio.
Dataset Structure
The Expense Entries dataset is structured at the grain of one record per individual expense entry. Both employee and vendor expense entries are included in the dataset.
Fields
| Type | Column | Description | Calculation |
|---|---|---|---|
| Category | Accounts Payable Class | The accounts payable class associated with this expense entry. | |
| Category | Address Name | The name of the address associated with the employee for this expense entry. | |
| Category | Approved By | The display name of the employee who approved this expense entry. If the employee has a first or last name on record, the value displays as First Name + Last Name; otherwise, it displays the employee ID. | |
| Category | Approved Date | The date when this expense entry was most recently approved. | |
| Category | Assigned Approver | The display name of the employee assigned to approve this expense entry. If the employee has a first or last name on record, the value displays as First Name + Last Name; otherwise, it displays the employee ID. | |
| Category | Billable Status | Indicates whether this expense entry is billable. Values include Billable and Non-Billable. | |
| Category | Billed Status | Indicates whether this expense entry has been billed. | |
| Category | Check Number | The check number associated with this expense entry. | |
| Category | Class | The name of the accounting class associated with this expense entry. | |
| Category | Client | The Client ID of the client associated with this expense entry. | |
| Category | Client Invoice Date | The date of the invoice on which this expense entry was billed. | |
| Category | Client Invoice Number | The invoice number of the invoice on which this expense entry was billed. | |
| Category | Client Invoice Status | Indicates the billing status of the invoice associated with this expense entry. Locked means the entry is included in an invoice batch. Billed means the entry appears on a draft or final invoice. Values include Unbilled, Locked, and Billed. | |
| Category | Client UID | The unique identifier of the client associated with this expense entry. | |
| Category | Created By | The display name of the employee who created this expense entry. If the employee has a first or last name on record, the value displays as First Name + Last Name; otherwise, it displays the employee ID. | |
| Category | Created By UID | The unique identifier of the employee who created this expense entry. | |
| Category | Credit Card Number | The credit card number associated with this expense entry. | |
| Category | Currency | The currency used for this expense entry. | |
| Category | Default Client Group | The Group ID of the default group assigned to the client associated with this expense entry. | |
| Category | Default Employee Group | The Group ID of the default group assigned to the employee associated with this expense entry. | |
| Category | Default Expense Group | The Group ID of the default group assigned to the expense item associated with this expense entry. | |
| Category | Default Project Group | The Group ID of the default group assigned to the project or phase associated with this expense entry. | |
| Category | Default Vendor Group | The Group ID of the default group assigned to the vendor associated with this expense entry. | |
| Category | Description | The description entered for this expense entry. | |
| Category | Employee Class | The accounting class associated with the employee linked to this expense entry. | |
| Category | Employee First Name | The first name of the employee associated with this expense entry. | |
| Category | Employee Full Name | The full name of the employee associated with this expense entry. If the employee has a first or last name on record, the value displays as First Name + Last Name; otherwise, it displays the employee ID. | |
| Category | Employee Last Name | The last name of the employee associated with this expense entry. | |
| Category | Employee Manager | The display name of the manager associated with the employee for this expense entry. If the manager has a first or last name on record, the value displays as First Name + Last Name; otherwise, it displays the employee ID. | |
| Category | Employee Manager UID | The unique identifier of the manager associated with the employee for this expense entry. | |
| Category | Employee Title | The job title of the employee associated with this expense entry. | |
| Category | Employee UID | The unique identifier of the employee associated with this expense entry. | |
| Category | Entry Type | Indicates the type of entry. This value is always Expense. | |
| Category | Expense Account | The name of the general ledger expense account associated with this expense entry. | |
| Category | Expense Classification | The classification assigned to this expense entry. | |
| Category | Expense Custom Fields | Up to 20 custom fields associated with this expense entry. | |
| Category | Expense Entry Date | The date on which this expense entry was logged. | |
| Category | Expense Item | The expense item code associated with this expense entry. | |
| Category | Expense Log UID | The unique identifier of this expense entry. | |
| Category | Income Account | The name of the general ledger income account associated with this expense entry. | |
| Category | MaxLastUpdated | The latest updated timestamp across all related tables for this dataset. Used for incremental updates. | |
| Category | Memo | The memo entered for this expense entry. | |
| Category | Paid Date | The date and time when this expense entry was paid. | |
| Category | Parent Project UID | The unique identifier of the direct parent project or phase associated with this expense entry. | |
| Category | Payment Status | Indicates whether this expense entry has been paid. Values include Paid and Unpaid. | |
| Category | Project Display Name | The display name of the project or phase associated with this expense entry. | |
| Category | Project Manager | The display name of the project manager associated with this expense entry. If the manager has a first or last name on record, the value displays as First Name + Last Name; otherwise, it displays the employee ID. | |
| Category | Project Manager UID | The unique identifier of the project manager associated with this expense entry. | |
| Category | Project Name | The name of the project or phase associated with this expense entry. | |
| Category | Project Sort Order | The numeric value representing the project sort sequence within the root project. | |
| Category | Project UID | The unique identifier of the project or phase associated with this expense entry. | |
| Category | Reimbursement Status | Indicates whether this expense entry is reimbursable. Values include Reimbursable and Non-Reimbursable. | |
| Category | Resource | The employee ID associated with this expense entry. | |
| Category | Resource Status | The current status of the resource associated with this expense entry. | |
| Category | Resource Type | Indicates the type of resource associated with this expense entry. Values include Vendor, Contract Employee, Outside Consultant, and Regular Employee. | |
| Category | Role | The role assigned to the employee associated with this expense entry. Values include Default, Principal/Management, Billing, and Time and Expense. | |
| Category | Root Project Name | The display name of the root project associated with this expense entry. | |
| Category | Root Project UID | The unique identifier of the root project associated with this expense entry. | |
| Category | Status | The employment status of the employee associated with this expense entry. Values include Active, Inactive, and Terminated. | |
| Category | Submit To | Indicates the approval routing configuration for this expense entry. Values include Specific, Client Manager, Project Manager, and My Manager. | |
| Category | Vendor Bill Number | The vendor bill number associated with this expense entry, if applicable. | |
| Category | Vendor Name | The display name of the vendor associated with this expense entry. If the vendor has a first or last name on record, the value displays as First Name + Last Name; otherwise, it displays the vendor ID. | |
| Category | Vendor UID | The unique identifier of the vendor associated with this expense entry. | |
| Category | Workflow Status | Indicates the workflow status of this expense entry. Values include Pending Submittal, Pending Approval, Unapproved, Approved, and Rejected. | |
| Category | Bill Amount | The amount billed or to be billed for this expense entry. | If Billable Status = Billable THEN COST × Units × (1 + Markup %) |
| Value | Billed Amount | The amount already billed for this expense entry. | If Client Invoice Status = Billed then Bill Amount ELSE 0 |
| Value | Cost Amount | The total cost amount associated with this expense entry. | Units × Cost Rate |
| Value | Cost Rate | The cost per unit associated with this expense entry. | |
| Value | Markup % | The markup percentage applied to this expense entry. | |
| Value | Markup Amount | The markup amount applied to this expense entry. | IF Billable Status = Billable THEN COST × Units × (Markup %) |
| Value | Purchase Tax | The purchase tax amount associated with this expense entry. | |
| Value | Tax 1 % | The Tax 1 percentage applied to this expense entry. | |
| Value | Tax 1 Amount | The Tax 1 amount calculated for this expense entry. | Cost Rate × Units × Tax 1 % /100 |
| Value | Tax 2 % | The Tax 2 percentage applied to this expense entry. | |
| Value | Tax 2 Amount | The Tax 2 amount calculated for this expense entry. | Cost Rate × Units × Tax 2 % /100 |
| Value | Tax 3 % | The Tax 3 percentage applied to this expense entry. | |
| Value | Tax 3 Amount | The Tax 3 amount calculated for this expense entry. | Cost Rate × Units × Tax 3 % /100 |
| Value | Units | The number of units entered for this expense entry. |