Manage In-house Expenses window

New tab

Field	Description
General expense log information:
Log date	The date you entered the expenses for this log
Company	Multi-company only. The company responsible for the expense log
Description	Required. A description of the expense log
	Click to add, change, or open attachments. Linked files must be in a shared location for other people to open them (for example, on a shared network or a website).
Amount	The total amount of expenses in the log
Notes	Any notes about the expense log
Transaction details (in the table):
Date	The date of the expense. It is the accounting date for the transaction.
Project	The project you want to charge the expense to Multi-company only. If you select a project that does not belong to the in-house expense log company and the activity has an in-house credit account: Ajera uses the Intercompany Other Income account to create cash-basis entries to offset the redistributed overhead cost. Ajera reverses the overhead cost from the in-house expense log company and redistributes it to the project company.
Phase	The phase you want to charge the expense to
Activity	The activity you want to charge the expense to
Units	Any units associated with the expense, such as square feet, lab tests, and so on
Cost rate	If units are involved, the rate per unit
Cost amount	The amount of the expense
Company	Multi-company only. The company linked to the expense
Optional columns:
Unit description	View only - A description for the units
Billing units	If you want to bill a different number of units from the cost units, enter it here. For example, if you have 100 cost units but only want to bill 50 units, you would enter 50 billing units.
Billing rate	The rate specified on the rate table, if applicable; otherwise, it contains the billing rate specified in activity setup.
Billing amount	The amount to be billed If you are not using units and rates, enter the billing amount. Otherwise, Ajera calculates the billing amount for you; however, you can override it by entering a new billing amount, and Ajera then warns you that the units multiplied by the rate does not equal the amount.
Debit account	View only - The debit account from the activity associated with the expense
Debit department	unavailable in ajeraCore unless you have the Departments add-on View only - The department from the activity associated with the debit
Credit account	View only - The credit account from the activity associated with the expense
Credit department	unavailable in ajeraCore unless you have the Departments add-on View only - The department from the activity associated with the credit
Notes	Any notes about the expense

Existing tab

The Existing tab has two levels of detail:

Expense log: general expense log information
Transaction: specific transaction details and general expense log information

Expense log level

The following expense log information appear after you click the Existing tab.

Field	Description
Log date	The date you entered the expenses for this log
Description	A description of the expense log
Log amount	The total amount of expenses in the log
Optional columns:
Company	Multi-company only. The column displays the company associated with the expense log.
Billed	Indicates whether you have billed any expenses in the log
Attachments	Indicates whether there are any attachments, which are made by linking to related files The column displays if there are no attachments, and if there are attachments.
Notes	Any notes about the expense log

Transaction level

The following details appear after you double-click an expense log on the Existing tab.

Field	Description
General expense log information:
Log date	The date you entered the expenses for this log
Description	A description of the expense log
	Click to add, change, or open attachments. Linked files must be in a shared location for other people to open them (for example, on a shared network or a website).
Amount	The total amount of expenses in the log
Company	Multi-company only. View only - The company associated with the expense log
Notes	Any notes about the expense log
Transaction details (in the table):
Date	The date of the expense. It is the accounting date for the transaction.
Project	The project you want to charge the expense to Multi-company only. If you select a project that does not belong to the company responsible for the in-house expense log and the activity has an in-house credit account: Ajera uses the Intercompany Other Income account to create cash-basis entries to offset the redistributed overhead cost. Ajera reverses the overhead cost from the in-house expense log company and redistributes it to the project company.
Phase	The phase you want to charge the expense to
Activity	The activity you want to charge the expense to
Units	Any units associated with the expense, such as square feet, lab tests, and so on
Cost rate	If units are involved, the rate per unit
Cost amount	The amount of the expense
Company	Multi-company only. View only - The company associated with the expense
Optional columns:
Unit description	View only - A description for the units.
Billed	View only - Indicates whether you have billed the expense
Billing units	If you want to bill a different number of units from the cost units, enter it here. For example, if you have 100 cost units but only want to bill 50 units, you would enter 50 billing units.
Billing rate	The rate specified on the rate table, if applicable; otherwise, it contains the billing rate specified in activity setup.
Billing amount	The amount to be billed If you are not using units and rates, enter the billing amount. Otherwise, Ajera calculates the billing amount for you; however, you can override it by entering a new billing amount, and Ajera then warns you that the units multiplied by the rate does not equal the amount.
Debit account	View only - The debit account from the activity associated with the expense
Debit department	unavailable in ajeraCore unless you have the Departments add-on View only - The department from the activity associated with the debit
Credit account	View only - The credit account from the activity associated with the expense
Credit department	unavailable in ajeraCore unless you have the Departments add-on View only - The department from the activity associated with the credit
Notes	Any notes about the expense