Project Expense Export

Use the Project Expense Export report to download project expense data to a Microsoft Excel spreadsheet file or other file format. This report includes expenses other than labor expenses.

Contents

Column Description
Project This column displays the identifier of the project for the expense.
Phase This column displays the identifier of the phase for the expense.
Task This column displays the identifier of the task for the expense.
Task Name This column displays the name of the task for the expense.
Project Name This column displays the project name.
Phase Name This column displays the phase name.
Task Name This column displays the task name.
Expense Account This column displays the expense account for the expense.
Transaction Type This column displays the two-letter abbreviation for the type of transaction (for example, CD for cash disbursements).
Transfer This column displays an asterisk if the transaction is a labor adjustment.
Expense Type This column displays the expense type (for example, Direct, Indirect, or Reimbursable).
Expense Sub Type This column displays the expense sub type (for example, Expense or Consultant).
Fiscal Period This column displays the accounting period in which the expense was posted.
Reference Number This column displays the reference number, voucher number, or journal entry number for the expense.
Transaction Date For most transactions, this column displays the date on which the expense was posted. If the detail is from History Loading, the column displays the accounting period.
Cost Amount This column displays the cost amount of the expense.
Bill Amount This column displays the billing amount of the expense.
Description 1, Description 2 These columns display the descriptions for each transaction detail line.

DPS stores the following types of descriptions for each transaction:

  • Description 1 is a general description of the transaction (for example, the name of the vendor for an accounts payable voucher).
  • Description 2 is a more specific description of the transaction (for example, the description entered during transaction entry for a single item on a voucher).
Line Number This column displays the voucher line number if the transaction type is AP (accounts payable voucher) or CV (accounts payable disbursement).
Invoice Number This column displays the vendor invoice number for the expense.
Vendor Organization This column displays the organization for which this vendor provides goods or services.
Posting Sequence This column displays the posting sequence number of the transaction. DPS assigns sequence number 1 to the first group of transactions posted during an accounting period, sequence number 2 to the second group, and so on.

To generate a numbered list of all of the postings for the current accounting period, click Transaction Center > Posting Review Report.

Transfer Project If the transaction is a labor adjustment, this column displays the project from which the labor adjustment transaction was transferred.
Transfer Phase If the transaction is a labor adjustment, this column displays the phase from which the labor adjustment transaction was transferred.
Transfer Task If the transaction is a labor adjustment, this column displays the task from which the labor adjustment transaction was transferred.
Billing Status This column displays the billing status of the expense transaction. The following are the possible statuses:
  • B: Billable: The transaction is released and available for billing to the client.
  • D: To be deleted: The transaction is marked for deletion.
  • F: Final billed: The transaction has been billed to the client.
  • H: Held: The transaction is being held temporarily to prevent billing to the client.
  • M: Modified: The transaction has been modified in some way from its original form.
  • N: Not billable: The transaction is not billable.
  • O: Deleted: The transaction was marked for deletion, included in a billing run, and deleted.
  • R: Partial Hold/Released: Part of the transaction has been held or released.
  • T: Transferred: The transaction was moved from one project, phase, or task to another.
  • W: To be written off: The transaction has been written off, but the invoice has not been posted.
  • X: Written off: The transaction has been written off, and the invoice has been posted.
Expense Acct Name This column displays the name of the expense account.
Transaction Organization This column displays the identifier for the organization to which the project was assigned when the expense transaction was created.
Vendor Number This column displays the vendor number if the transaction type is AP (accounts payable voucher) or CV (accounts payable disbursement).
Vendor Name This column displays the name of the vendor associated with the transaction.
Unit This column displays the unit identifier.
Voucher This column displays the voucher number.
Unit Quantity This column displays the number of units for the expense.
Cost Rate per Unit This column displays the cost for each unit. This amount is the unit cost that should be charged to the project and posted to the general ledger expense account. If your enterprise is using date-based rates, DPS uses the cost rate that was in effect at the time the transaction was posted.
Bill Rate per Unit This column displays the billing amount for each unit. If your enterprise is using date-based rates, DPS uses the billing rate that was in effect at the time the transaction was posted.
Organization Name This column displays the name of the organization to which the project was assigned when the expense transaction was created.
Charge Type This column displays the charge type of the project.

The following are the available charge types:

  • Regular : Regular projects are projects that produce revenue. Costs charged to regular projects include direct labor, direct expense, and reimbursable expense. Detail is retained for the life of the project.

  • Overhead: Overhead projects do not produce revenue. Costs charged to overhead projects include indirect labor and indirect expense. The total cost of these projects is distributed to regular projects during overhead allocation. The following are typical overhead projects: General Overhead, Vacation, Sick Leave, Holiday, or Civic Duty. Costs for overhead projects are reset to zero when you initialize for a new fiscal year.

  • Promotional: Promotional projects track the cost of acquiring contracts. If you obtain the contract, you can create a regular project and transfer the detail to it to be billed or tracked. A promotional project is the same as an overhead project, except that DPS does not reset project costs to zero at the start of each fiscal year as it does for overhead projects.

SubLevel This Yes/No column indicates whether or not the project, phase, or task is associated with sub-level billing terms.
Principal This column displays the name of the principal who is associated with the project.
Proj Manager This column displays the name of the project manager who is associated with the project.
Supervisor This column displays the name of the supervisor who is associated with the project.
Client Name This column displays the name of the client associated with the project.
Client Address If the client has more than one address, this column indicates which address is associated with the project. This column shows a description of the address, not the actual address.

<Default> indicates that the client's default address is associated with the project.

If you want to the report to include clients' full addresses, select the Client Address (concatenated) column.

Compensation This column displays the expected total compensation amount (direct labor + direct expense) for the task, phase, or project.
Fee Direct Labor This column displays the expected fee for direct labor for the task, phase, or project.
Fee Direct Expense This column displays the expected fee for direct expenses for the task, phase, or project.
Fee Direct Consultant This column displays the expected fee for direct consultant services for the task, phase, or project. This amount includes any markups on consultant professional services.
Reimbursable Allowance This column displays the expected total reimbursable allowance (reimbursable expenses + reimbursable consultant charges) for the task, phase, or project.
Fee Reimbursable Expense This column displays the expected reimbursable expenses for the task, phase, or project.
Fee Reimbursable Consultant This column displays the expected reimbursable consultant charges for the task, phase, or project.
Budgeted OH Rate This column displays the budgeted overhead rate for the project, phase, or task. Budgeted overhead rates are only used for regular projects (projects that produce revenue).

If you use the assignment method for overhead allocation, DPS uses the budgeted overhead rate for both budgeting and allocation. If you use another overhead allocation method, DPS only uses the budgeted overhead rate to calculate the overhead amount for the project budget.

Status This column displays the status of the project (for example, Active, Inactive, or Dormant).
Revenue Type This column displays the revenue type code for the task, phase, or project.

The revenue type code indicates the method DPS uses to calculate revenue:

  • B: Job-to-date billing
  • M: (Job-to-date direct Labor x Multiplier) + Job-to-date reimbursable expenses @ cost rates
  • N: No revenue generation
  • P: Percent complete + Job-to-date reimbursable expenses @ cost rates
  • R: Job-to-date receipts
  • W: Job-to-date billing + Work-in-progress ( WIP) @ billing rates
Revenue Description This column displays the description of the revenue source (for example, JTD Billings, JTD Billings + WIP @ Billing, or (Pct Comp*Fee) + JTD Reimb Exp).
Multiplier/Amount This column displays the multiplier, percentage, or amount used to calculate revenue for this task, phase, or project.
Organization Code This column displays the code for the organization with which the project is associated.
Organization Name This column displays the name of the organization with which the project is associated.
Unit Table This column displays the default unit table used to bill unit charges for the project.
Start Date This column displays the start date of the project, phase, or task.
End Date This column displays the completion date for the project, phase, or task.
Overall Pct Complete This column displays the weighted average percent complete. This value is calculated as (All percents complete x Their budgets) divided by Total project budget.
Labor Pct Complete This column displays the estimated percent complete for labor on the project, phase, or task, based on the labor budget.
Expense Pct Complete This column displays the estimated percent complete for expenses other than labor on the project, phase, or task, based on the expense budget.
Bill by Default This column indicates whether or not DPS bills the client for certain expenses. Possible values are the following:
  • Yes: DPS always bills expenses to the client, whether or not Bill by default is selected for the associated category in Expense Category Settings.
  • No: DPS never bills expenses to the client, whether or not Bill by default is selected for the associated category in Expense Category Settings.
  • Category: DPS only bills expenses to the client if Bill by default is selected for the associated category in Expense Category Settings.
Billable Message This column indicates whether or not DPS displays an error message when a user charges an expense to this project in an expense report, and the category bill by default method and the project bill by default method are different. The following are the possible values:

  • No Message: DPS does not display a message.

  • Warning: DPS displays a warning message. However, the user can choose to continue with the transaction without resolving the difference.

  • Error: DPS displays an error message. The user cannot enter the expense for the project until the difference is resolved.

Budgeted Labor Code Validation This column the level of access users are allowed when they enter labor codes on their timesheets: None, Warning, or Error.
Budgeted Levels This column displays the labor code levels employees can use when they charge time to the project.
Cross Charge Method Cross charges enable you to transfer revenue and overhead charges from one organization to another when an employee from one organization in your company works on a project for another organization in your company.

This column displays the cross charge method for the project. The following are the available methods:

  • Global: DPS uses the cross charge method specified on the Cross Charge tab of Individual Organization setup.
  • Project: DPS uses the cross charge method specified for the project in Cross Charge Rate on the Accounting tab of the Projects hub.
  • None: DPS does not generate cross charges for the project.
Cross Charge Rate This column displays the markup rate used when transferring revenue back to an employee's organization or when transferring an employee's overhead charges to the organization associated with the project.
Description This column displays a description of the project.
Closed Reserved for future use
ReadOnly Reserved for future use
DefaultEffortDriven Reserved for future use
DefaultTaskType Reserved for future use
Version ID Reserved for future use
Contact ID This column displays the identifier of the contact at the client.
Contact Name This column displays the name of the contact at the client.
Long Name This column displays the project's long name.

If no long name was entered for the project, this column displays the project's short name.

Client Address (concatenated) This column displays the client's street address, city, state, and ZIP code, in a single column on the report.
Address 1

Address 2

Address 3

These columns display the client's street address information (street name and number, suite number, postal box number, and so on).
City This column displays the city from the client's address.
State This column displays the two-character abbreviation for the state from the client's address.
ZIP This column displays the ZIP code from the client's address.
Country This column displays the country from the client's address.
County This column displays the county in which the client is located.
Federal Project This Yes/No column indicates whether or not the project is for the federal government.
Project Type

This column displays the type of project (for example, Educational, Commercial, or Medical).

Responsibility

This column displays the level of responsibility your firm has for the project (for example, Prime, Joint Venture, or Consultant).

Referable This Yes/No column indicates whether or not the project can be used as a reference when talking with potential clients.
Estimated Completion This column displays the date on which the project is or was scheduled to be completed.
Actual Completion For a completed project, this column displays the date on which the project was finished.
Contract Date This column displays the date on which the contract was awarded.
Bid Date This column displays the date on which your firm first bid on the project.
Completion Comment This column displays comments about the project's completion.
Firm Cost This column displays the portion of the project cost for which your firm is responsible.
Firm Cost Comment This column displays comments related to the portion of the project cost for which your firm is responsible.
Total Project Cost This column displays the total cost of the project.

This field is also used in the SF255 Item 8e, which asks for "total construction cost of completed projected (or, where no construction was involved, the approximate cost of your work)."

Total Project Cost Comment This column displays comments related to the total cost of the project.
Opportunity If the project record was created from an existing opportunity record, this column displays the number of the opportunity record.
Client Confidential This Yes/No column indicates whether or not the client's name is confidential.

If the client firm's name is confidential, it is excluded from all proposals. When you include the project in a proposal, an alias that you specify is substituted for the client name.

Client Alias If the client's name is confidential, this column displays the alternate name that is used to refer to that client in proposals.
Available to CRM Users This Yes/No column indicates whether or not Customer Relationship Management (CRM) users can open and review the project record.
Available to Accounting Users This Yes/No column indicates whether or not Accounting users can open and review the project record.
Available for use in accounting applications This Yes/No column indicates whether or not the project record is approved for use when processing accounting transactions.
Billing Client This column displays the client to be billed for the project.
Billing Contact This column displays the billing contact at the client.
Billing Address (concatenated) This column displays the complete billing address for the client firm (street address, city, state, and ZIP code), in a single column on the report.
Client Billing Address If the client has more than one address, this column indicates the address to which invoices for project are sent. This column shows a description of the address, not the actual address.

<Default> indicates that the client's default address is the billing address.

Phone This column displays the phone number for the project location.
Fax This column displays the fax number at the project location.
EMail This column displays the contact's email address.
Proposal Project This column displays the promotional project linked to the project record.
Cost Rate Method If you are using Payroll and selected Enable cost rate tables in Accounting System Settings, this column displays the cost rate method.
Cost Rate Table If you are using Payroll and selected Enable cost rate tables in Accounting System Settings, this column displays the cost rate table. This column is blank if Cost Rate Method contains From Employee Cost Rate.
Pay Rate Method If you are using Payroll and selected Enable payrate tables for overriding payrate from Employee Info Center in Payroll Settings, this column displays the pay rate method for the project.
Pay Rate Table If you are using Payroll and selected Enable payrate tables for overriding payrate from Employee Info Center in Payroll Settings, this column displays the pay rate table. This column is blank if Pay Rate Method contains From Employee Pay Rate.
Locale If you are using Payroll, this column displays the state for payroll taxes. This locale is specified in Payroll Tax Locale in the Projects hub.
Parent Topic: Data Export Reports