Costpoint Online Help

Contents of the Quick Entry Expense Report Screen (Opt-In Available)

Use the fields and options to create a simplified expense report.

Note: For Costpoint Cloud, you can choose to opt in to this feature for the Costpoint 8.2.12 release. The ability to opt in is temporary and will be removed when the feature becomes automatically enabled for all users as part of a future Costpoint release. See the Manage Opt-In Features topic for more information.

Header

Field Description
Report ID This field displays the expense report number. Time & Expense assigns the number, which is incremental.
Date This field automatically displays the date
Description Enter an identifying description for the expense report.
Status This field displays the current status for the report (such as Draft, Submitted, Approved, Rejected)
Total to Me

This field displays of the total reimbursement of the expense report. Click the link to display the following additional details:

  • Currency — This shows the currency, for example, USD.
  • Total Expenses — This is the total of all expenses entered for the expense report.
  • [-] Company Paid — This field displays the total amount of all expenses that are paid for by the company. This amount is not reimbursed to the employee.
  • [-] Advance — This field displays the total amount of all cash advances that were applied to this expense report. This amount is not reimbursed to the employee.
  • [-] Personal — This field displays the total amount of all expenses that were listed as "Personal" on the expense report. This amount is not reimbursed to the employee.
  • [-] Non-Reimbursable — This field displays the total amount of all expenses that will not be reimbursed to the employee.
  • [-] Payments Received — This field displays the total amount of all expenses that are paid for by the company. This amount is not reimbursed to the employee. This field displays the total amount of any payments that have been made against this expense report. Time & Expense subtracts this amount from the Due Employee field to obtain the remaining reimbursement amount.
  • Total to Me — This field displays the net amount that the employee will be reimbursed. Time & Expense calculates this value by subtracting the following values from the total amount: the company paid amount, any advances, the personal amount, the non-reimbursable amount, and any payments that have been made.
  • Total Billable — This field displays the amount of all expenses that are billable. If there are no billable expenses, this field displays "0.00."
  • Total Non-Billable — This field displays the amount of all expenses that are non-billable. If there are no non-billable expenses, this field displays "0.00."
  • Total Over Ceiling — This field displays the amount of all expenses that are over the company-defined ceiling. If there are no expenses that are over ceiling, this field displays "0.00."
  • Total Unallowable — This field displays the amount of all expenses that are unallowable. If there are no expenses that are unallowable, this field displays "0.00."

Expenses Table

This table displays the total number of expenses as separate charges. Click Add to create a new charge line, and Delete to remove an existing expense.

Field Description
Unclaimed Expenses If unclaimed expenses exist, click this button to view them. To add an unclaimed expense to your expense report, select it and click Apply.
Line This is the line number for the charge row. Line numbers are assigned incrementally in order of creation.
Expense Type This field displays the expense type.

If there is only valid expense type available, that value displays by default. If there is more than one valid expense type, click to select it.

Project Click to select the project charge. The hyperlink that displays here lists the project to which the expense should be charged. 'SPLIT' indicates the charge is assigned to multiple projects. Click the 'SPLIT' hyperlink to view the Split Expense table, where you can allocate charges by amount or percentage.
Short Description This field displays the report description.
Attachment This field displays a hyperlinked summary of the number of attachments attached, as well as the number of missing attachments. Click the hyperlink to view/edit the Attachments table.
Comments Enter any additional information, such as Locale, required by your company.
Expense Date This the date the expense was incurred.
Untitled (Units) Column Located between the Expense Date and Amount columns, this unlabeled column is empty unless the expense is unit-based (for example: miles, copies, or long distance telephone call minutes). With unit-based expenses, the column cell will denote the type and number of units as a hyperlink. Click the hyperlink to edit the total.
Amount This column displays the total figure for the current charge line.