How I do configure expense entry fields and templates?

Question

How do configure expense entry fields and templates?

Answer

Background

Pacific Timesheet expense entry fields can be created and organized into expense entry templates. These entry fields can be used for individual employee expense sheets submitted to approvers, or for non-expense sheet entry templates commonly used in construction and field services timesheets. 

Setting up Expense Entry Templates

To setup expense entry templates:

1. Navigate to the Expenses tab. 
2. If you have employee expense sheets enabled, the Expenses tab will default to the View Sheets view. To display the Expense Entries View, click on the Tools button, and then View Entries. 
3. To configure the Expense Entry Template, click on Tools > Entry Fields.
4. Existing entry fields can be enabled by checking the enabled checkbox.
5. You can also change the fields' order by clicking, holding and dragging the field up or down the entry fields list.  
6. There are several important properties for Expense Entry Fields:
   1. Field Name of Expense Entry Field
   2. Enabled Check to enable or Uncheck to disable
   3. Access Editable, Hidden, or Read Only
   4. Access Exceptions Permission Levels With Special Access can be assigned as Editable, Hidden, or Read Only
   5. Required Check or Uncheck
   6. New Group Check or Uncheck to create a separator that groups fields together in user displays.
   7. Detail Check or Uncheck to display the entry field in the details view of a crew timesheet expense entry.
      
7. To setup Custom Fields click on Manage Custom Fields
   >> Expense Entries >> Custom Fields
   The types of custom fields are Checkbox, Currency, Date, Date and Time, Email Address, File Attachment, Image, List, Number, Text, Text Area, time, or Web Link.

Expense Sheet Entries Use Case

Expense Sheet entries can have the following Expense Entry Fields (depending upon how the entry fields are configured) available as default:

Property	Description
Row Number (#)	The row number column associated with the expense entry.
Date	The date of the entry. This is the date the expense was incurred.
Employee	The employee to associate with the entry.
Expense	The expense associated with the entry. A required field, is a pick list where you select the expense type for the expense entry. The expense lookup dialog allows you to search by typing in a search box which will automatically return matching expense types by name, ID or description. Expense types will be memorized in your expense field pick list for future use.
Description	The description of the expense entry.
Quantity	The amount of the asset used for this entry, in whatever units the asset's unit of measure indicates. Note that negative values are allowed as a way to make corrections to entries that are locked and therefore not editable.
Unit Amount	The unit amount field associated with the expense entry. A unit amount value that is multiplied times a quantity value.
Amount	The amount in the expense currency for the expense entry.
Unit Cost	The unit cost for the asset used by this entry. Cost is what you pay for this asset, as opposed to price, which is what you charge for this asset. The value will default to the unit price of the selected asset, if specified. 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).
Receipt Image	The receipt image attached for the expense entry.
Project	The project associated with the expense entry.
Dept	The dept associated with the expense entry.
Payment Method	The payment method associated with the expense entry.
Personal	A checkbox field that flags an expense entry as personal.
Billable	A checkbox field that indicates whether this asset entry is billable or not. If the asset entry is not billable then the Unit Bill Amount and Bill Amount values will be automatically set to zero.
Reimbursable	A checkbox field that indicates whether the employee associated with this asset entry should be reimbursed for the cost.
Attendees	Text entry field to indicate the attendees to the expense entry.

Other Expense Sheet Entry Fields:

Expense Item Currency	The expense item currency associated with the expense entry. The expense item currency value will be used to convert the expense item amount to the reimbursement currency amount.
Unit Bill Amount	The unit bill amount or rate for the asset used by this entry. Bill amount is what you charge for this asset, as opposed to cost, which is what you pay for this asset. The value will default to the unit bill amount of the selected asset. Note that both Unit Bill Amount and Bill Amount will be automatically set to zero if the Billable checkbox is present and not checked.
Bill Amount	The total bill amount for this entry. Computed as the quantity times the unit bill amount.  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.
Reimburse Amount	The system-calculated reimbursement amount for this expense entry.  You can override this amount by selecting the Override check box.
Exchange Rate	The system-calculated exchange rate for this expense entry.  You can override this amount by selecting the Override check box.
Receipt Link	A link to the receipt associated with the expense entry.
Notes	The notes associated with the expense entry.
Phase	The phase associated with the expense entry.
Task	The task associated with the expense entry.
Start Date	The start date associated with the expense entry.
Finish Date	The finish date associated with the expense entry.

Expense Entries Use Case for Construction and Field Services

Expense entries can also be configured and included in expense entry templates for use in construction and field services crew timesheets or field employee timesheets. Follow the same instructions above. Note that when your system is configured without Employee Expense Sheets, your expense entries page will default to the Entries View. From there follow the above instructions on how to configure expense entry templates.