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The cost card details editor is where you go to view and edit the details of a cost card. The screen is broken up into three sections. The topmost section shows information from the expense document this card sits on. The middle section is where you can view and edit the cost card details. The bottom section shows you all the history for this cost card.

This form can be reached by clicking on the View button for any cost card in the Expense Document Editor.

Permissions and Settings

You can only edit expense details if the cost card is in draft status. Otherwise all the fields are view only.

VAT fields are editable when the expense document allows it. See VAT for Expenses to learn about what settings need to be in place.

Expense Document Section

This top section contains a number of fields that describe the expense document this cost card is on. I'm not going to get into all the details of these settings because they are already covered in the Expense Document Editor help page. See the Document Details section.

Cost Card Section

The middle section contains details about this specific cost card. If the cost card is in draft status then these fields are editable. 

Field

Description

Incurred Date

The date that this expense item was incurred.

Project

Open the drop-down menu and choose the project for which the expense will be reported. The last ten projects you have submitted expense reports to will appear automatically in this list. If the project is not in the list of choices, press the <lookup> option to open the Select Project form, allowing you to choose a project against which to report these expenses. When a project code is selected the Project Name will be automatically populated.

Payee/Vendor

Only available when editing cost cards on an expense report. Leave as blank if expense was paid out-of-pocket by the resource. If paid with a company credit card, choose that credit card provider from the dropdown list. The dropdown list is populed based on your Vendor Editor settings.

Expense Type

Choices are based on the Expense Types defined in your installation.

Incurred Amount less VAT

The amount of the expense not including VAT

VAT Amount

Amount paid in VAT

Incurred Amount with VAT

Simply the total of Incurred Amount and VAT

Disbursed Amount with VAT

The amount that will be reimbursed to the payee. This may be in a different currency than the incurred currency.

Client AmountThe amount the client will be charged.
LocationLocation of the expense. Locations are defined in the Location and Holiday Editor.

Description

Describe what this expense was for.

UDFsUp to two cost card User Defined Fields (UDFs) can be defined in your installation. See User Defined Fields Editor.

History

In the bottom section of the form is the cost card history. Each row contains historical information from each time a change has been made.

Column

Description

Entered On

Date change was made

Adjustment

What type of change was made

  • Added
  • Approved
  • Approved to Invoice
  • Approved to Pay
  • Included on Payment Voucher
  • Submitted

Entered By

Who made the change

Value After Adjustment

The client and disbursed amount after the change

Notes

Any notes that were added due to the change, these may be Projector-generated and include Invoice numbers or Accounting integration confirmation numbers


 

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