Expenses Tab of Interactive Billing

The Expenses tab lists all billable expenses entered through expense transactions or billing inserts for the selected project/phase/task, up through the current period, Bill-Thru-Date, or Bill-Thru Period, as entered on the Billing Session Options dialog box.

Contents

These transactions are available to be billed on the next invoice that is created.

Grid Toolbar Options

Select an expense transaction, and then click one of the toolbar options to apply that action to the selected expense transaction.

Field	Description
View	Click this option to open the Bill Expense View dialog box for the expense transaction. You can view detailed information, such as transaction date, associated expense account, and the total amount of the transaction.
Bill	This option is enabled only when the expense transaction that you selected in the grid has a status of Hold, Write-off, or Delete in the Status field. Click this option to open the Bill Expense Release dialog box for the expense transaction. You can release all or part of the total amount to be billed in the next invoice that is processed for the project (after the transaction detail is posted).
Hold	This option is enabled only when the expense transaction that you selected in the grid has a status of Bill, Write-off, or Delete in the Status field. Click this option to open the Billing Expense Hold dialog box for the expense transaction. You can specify all or part of the transaction amount that you want to hold back from being billed on the current invoice.
Write-off	This option is enabled only when the expense transaction that you selected in the grid has a status of Bill, Delete, or Hold in the Status field. Click this option to open the Billing Expense Write-off dialog box for the expense transaction. You can specify all or part of the transaction amount that you will not collect on any invoice.
Delete	This option is enabled only when the expense transaction that you selected in the grid has a status of Bill, Hold, or Write-off in the Status field. Click this option to open the Billing Expense Delete dialog box for the expense transaction. You can specify all or part of the transaction amount that you do not want to bill on any invoice.
Insert	Click this option to open the Billing Expense Insert dialog box, and insert an expense transaction to the billing side of DPS that has not been costed.
Modify	Click this option to open the Billing Expense Modify dialog box for the expense transaction, and modify certain expense transaction details, such as description or amount.
Transfer	Click this option to open the Billing Expense Transfer dialog box for the expense transaction, and reclassify transactions within the same project, phase, or task or transfer transactions to another project, phase, or task.
Summary	Click this option to open the Billing Expense Summary dialog box for the expense transaction, and view cost amounts and billing extension amounts for all expense transactions, broken out by billing status.

Grid Fields

Field	Description
Invoice Status	If invoice approval is enabled for the project, this field displays the approval status for the transaction: Submitted, Approved, or Rejected — The transaction was linked to the invoice at the time it was submitted for approval. Its approval status in this field is the same as the current approval status of the invoice. New — Based on the billing session options for the invoice, the transaction is eligible to be included on the invoice, but either the invoice has not yet been submitted for approval, or the transaction was not linked to the invoice at the time it was submitted for approval. For example, a transaction that was transferred to the project after the invoice was submitted would have New in Invoice Status. If the invoice has been submitted, a transaction with New in Invoice Status will not be included on the invoice. If you want to include all transactions with New in Invoice Status on a submitted or approved invoice, click Invoice on the Interactive Approvals toolbar and click Include New Transactions on the menu.
Status	Select whether the expense charge is billable in this billing session. Options are: Bill — Include in this billing session. Hold — Save the transaction for billing at a later date. Write-off — Mark amounts that have been charged but cannot be billed. Selecting this option prevents the transaction from being billed, but allows the amount to appear on reports. When you write-off a transaction, no accounting entries are made. Delete — Remove from the set of billable transactions. Changing the status to Delete does not actually delete the transaction. The status of Delete allows you to run reports that distinguish between write-off (amounts charged that can not be billed) and a transaction that was entered but removed before invoicing, possibly due to a data entry error. The options that are available from this field depend on your role's access rights as set in the Billing Security area of the Accounting tab of Role Security. For example, if you belong to a role with Allow Delete selected, the Delete option is available from this field.
Billable	This field indicates whether a transaction is billable. A transaction is generally not billable if you post it to a direct expense account (by default, 600-level account). You can only view non-billable transactions if the Show Non-billables on Detail Tabs option is selected on the Billing Session Options dialog box.
Date	DPS displays the date associated with the expense charge as entered in transaction entry, or on a Billing Expense insert.
Phase	If you select to view the project level from the Phase/Task lookup for a project with phases, all of that project's phases display in the grid. The phase number displays in the Phase column, and all detail that corresponds to that phase displays in that row. You can also choose to select a particular phase from the Phase/Task lookup to view just the detail for that phase and any associated tasks in the grid. If you click Summary on the grid toolbar DPS displays a summary of all of the detail shown on the Expenses tab, including all phases and tasks in the grid.
Task	If you select the project or phase level from the Phase/Task lookup for a project with tasks, all of the tasks for that project or phase display in the grid. The task number displays in the Task column, and all detail that corresponds to that task displays in that row. You can also choose to select a particular task from the Phase/Task lookup to view just the detail for that task. If you click Summary on the grid toolbar, DPS displays a summary of all of the detail shown on the Expenses tab, including all phases and tasks in the grid.
Account	This field indicates the expense account to which this expense was charged. This account is the account to which the charge was posted during transaction entry, or the account you specify or on a Billing Expense insert. This field can only contain an expense account. This account is by default a 500-level account in the Standard Chart of Accounts. If the account is incorrect, you can perform a Billing Transfer to charge the transaction to the appropriate account.
Type	DPS displays the transaction type, such as Ex (Employee Expense) or MI (Miscellaneous Expense).
Ref. No.	DPS displays the reference number (often the invoice number) for this transaction as entered through transaction entry or on a Billing Expense insert. Leading zeros always display in the invoice number in this grid if your firm uses leading zeros.
Description	If you entered a description for this expense charge in transaction entry or on a billing expense insert, it appears here.
Cost	DPS displays the cost amount for this expense charge.
Extension	DPS displays the billing extension amount for this expense charge based on the applicable billing terms.
Document	A document icon displays in this column when the expense has associated supporting documents. If you use the DPS on-premises product, this field displays only if Transaction Document Management is configured. For more information about the configuration, see the Configuring Supporting Documents online help topic.