Overview
The Expense Entries dataset is the primary data source for charts on expense entries, covering both employee-logged and vendor-logged expenses. It brings together the core details of each expense entry, who logged it, what project and item it was recorded against, and what billing and cost values were calculated.
Dataset Structure
This dataset uses a simple structure of one record per individual expense entry. Both employee and vendor expenses are included.
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 | Bill Amount | The amount billed or to be billed for this expense entry. | If Billable Status = Billable THEN COST × Units × (1 + Markup %) |
| 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 | 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 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 | 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 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 Resource Group | The Group ID of the default group assigned to the employee 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 Custom Fields | Up to 20 Employee custom fields associated with this expense entry. | |
| 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 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 | 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 | Is Deleted | System field used to exclude deleted records from dataset. | |
| Category | Item Class | The Class associated with the Expense Item. | |
| Category | Memo | The memo entered for this expense entry. | |
| Category | Paid Date | The date and time when this expense entry was paid. | |
| Category | Payment Status | Indicates whether this expense entry has been paid. Values include Paid and Unpaid. | |
| Category | Project Class | The Class associated with the Project. | |
| Category | Project Contract Type | The Contract Type of the associated Project. | |
| Category | Project Custom Fields | Up to 20 Project custom fields associated with this expense entry. | |
| 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 Principal | The Principal of the associated Project. | |
| Category | Project Sort Order | The numeric value representing the project sort sequence within the root project. | |
| Category | Project Status | The Project Status of the associated Project. | |
| Category | Project Type | The Project Type of the associated 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 Class | The accounting class associated with the employee linked to this expense entry. | |
| Category | Resource Display Name | The Resource Display Name of the Employee or Vendor. | |
| Category | Resource First Name | The first name of the employee associated with this expense entry. | |
| Category | Resource 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 | Resource Last Name | The last name of the employee associated with this expense entry. | |
| Category | Resource 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 | Resource Manager UID | The unique identifier of the manager associated with the employee for this expense entry. | |
| Category | Resource Status | The current status of the resource associated with this expense entry. | |
| Category | Resource Title | The job title of the employee 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 | Resource UID | The unique identifier of the employee associated with this expense entry. | |
| 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 Display Name | The display name of the Root Project associated with this expense entry. | |
| 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 | 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 Custom Fields | Up to 20 Vendor custom fields associated with this expense entry. | |
| 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. | |
| 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. |