Expenses Tab of Interactive Approvals

By default, the Expenses tab lists all billable expenses entered through expense transactions, or billing inserts for the selected project that are currently associated with the invoice.

The list also includes transactions that are available and eligible to be billed, based on the billing session options, but are not currently included on the invoice. These transactions have a setting of New in the Invoice Status field, rather than Submitted.

Contents

Field Description
Expenses Drop-down

Click the drop-down arrow on a grid header to complete any of the following actions:

  • To print grid data, click Print. On the Print Preview form, click File > Print to send the grid data to your default printer.
  • To export grid data to an Excel spreadsheet, click Export to Excel. When Microsoft Excel opens, use its features to modify, print, or email the grid data, or to save the spreadsheet file locally.
  • To turn on grouping for a grid, click Enable Grouping. When a field displays with the instruction: "Drag a column header here to group by that column," drag and drop column headers into the field, in the sequence that you want them to display.

Not all options are available on all grids.

View Select a transaction and click this option to view the transaction in the Billing Expense View dialog box.
Bill Select one or more transactions and click this option to change Status to Bill for those transactions.
Hold Select one or more transactions and click this option to change Status to Hold for those transactions.
Write-Off Select one or more transactions and click this option to change Status to Write-off for those transactions.
Delete Select one or more transactions and click this option to change Status to Delete for those transactions.
Insert To insert a transaction into the grid, click this option.
Modify Select a transaction and click this option to change the date, description, amount, or tax code override information for the transaction.
Transfer Click this option to transfer expense amounts from project to project, or within the same project (from account to account, for example), without exiting DPS Billing.
Summary Click this option to view totals for all the transactions displayed in the grid, such as total cost amount and billing extension.
Invoice Status This field displays the approval status for the transaction:
  • Submitted — The transaction was linked to the invoice at the time it was submitted for approval.
  • New — Based on the billing session options for the invoice, the transaction is eligible to be included on the invoice, but 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. 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, click Include New Transactions on the Interactive Approvals toolbar.

If you make a change to a transaction that requires recalculation of the invoice, New displays in this field until the recalculation occurs. After the recalculation, this status matches the approval status of the invoice as a whole.

Status Select whether the transaction is billable in this billing session. If you change Status for a submitted transaction, DPS will automatically recalculate the invoice when you approve or reject the invoice, preview the invoice, select another project, or close Interactive Approvals.

The options in Status are the following:

  • 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 cannot 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 (for example, Ex (Employee Expense), 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.
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