Expenses Tab of the Projects Form

The Expenses tab on the Projects form (in Planning mode) provides both summary expense planning data for work breakdown structure (WBS) elements and the ability to drill down to the detail at the expense type level. In the grid, you can add or update expense type assignments and the related plan amounts.

Note that changes you make to a plan are saved automatically. However, until you publish the plan, you can use the Revert option on the Actions menu to discard all unpublished changes and restore the plan to its most recent published version.

Use the options on the Expenses tab on the Plan Settings dialog box to specify expense rates and multipliers for the plan. To display that dialog box, click Plan Settings on the Actions menu.

The amounts on this tab display at billing or cost, depending on the option you select in the upper-right corner of the form. Whether both options are available depends on the budget type selected for the project plan. If both Billing and Cost options are available, you can switch between them, and the tab's information will update accordingly.

If your firm uses multiple currencies, the currency in use is indicated next to the Billing or Cost option. The project cost currency is always used when viewing projects and plans at cost. A configuration setting that your system administrator selects determines whether project cost currency or billing currency is used when you view projects and plans at billing.

About job-to-date (JTD) date: If the Accounting application or Time & Expense application is activated, the JTD date is the current date. If neither of those applications is activated, the JTD date is normally the date of the latest JTD record in the database, but your system administrator can specify a different JTD date temporarily.

Contents: Left Grid Section

This section of the grid displays the WBS elements at each level of the WBS for the selected project. For the lowest-level WBS elements, it also displays the expense types assigned to that element.

To change the width of the left grid section, position the mouse pointer over the dividing line between the two grid sections, and drag the line.

Field	Description
Row status icons	One of the following icons may display to the left of a WBS element: : You cannot edit plan information for the row because the plan is checked out to someone else, the plan is not published, or you do not have the necessary access rights to edit plan information for the WBS element. : You can edit plan information for the row because the plan is checked out to you. Click the icon to display an explanation.
Level/Expense Type	This column displays the WBS elements for the selected project and, for WBS elements at the lowest expenses planning level, the currently assigned expense types. (Expense types with no planned amounts but with JTD amounts charged to the WBS element are assigned automatically.) Only WBS elements that are at or above the planning level selected for expenses in the Plan Settings dialog box display in the grid. Click and to expand or collapse the work breakdown structure levels. You can only assign consultant types to WBS elements at the lowest level of the WBS. To add an expense type assignment for a WBS element, click the WBS row, and click + in the Level/Expense Type field in the row to display the Add Expense Types dialog box. (If displays in this field where + normally does, the WBS element is not active. You cannot add new assignments for an inactive or dormant element or any elements under it in the WBS, but you can edit, copy, delete, or reschedule existing assignments.) By default, only names display for WBS elements, but you have the option to display WBS numbers along with the names. Click next to the upper-right corner of the grid, and select the Show Project Numbers check box on the Column Settings & Selections dialog box. If necessary, you can later select a different expense type if there is no assigned JTD amount or baseline amount for the expense row. If there is assigned JTD or baseline for the expense row, you can select a different expense type only if there is also a planned amount. In that case, a new assignment row is created, and you can choose to move the planned amount to that row. The JTD amount or baseline amount remains with the original assignment row.
+	To add an expense type assignment for a WBS element, click the WBS row, and click + in the Level/Expense Type field in the row to display the Add Expense Types dialog box. In that dialog box, select the expense type and, optionally, a vendor. If displays where + normally does, the WBS element is not active. You cannot add new assignments for an inactive or dormant element or any elements under it in the WBS, but you can edit, copy, delete, or reschedule existing assignments.

Contents: Right Grid Section - Billing View Columns

You can display any of the following columns in the right section of the grid in Billing view. Click next to the upper-right corner of the grid to select the columns you want.

Field	Description
Account	This column displays the account number that is associated with the expense type.
Baseline Billing	This column displays the planned billing amount that was saved as the baseline for the expense type and WBS element. You can have only one baseline version for any plan. Any changes you make to the existing baseline will overwrite the previous baseline data. After a baseline exists, you can only change the baseline if your role has appropriate access rights.
Calculated % Complete Billing	This column displays the percent complete for the WBS element or expense type, at billing, as of the JTD date: (JTD expenses billing amount / EAC expenses billing amount) x 100.
Contract	This column displays either the sum of the direct expenses and reimbursable expenses contract amounts or the indirect expenses contract amount, at billing, for the WBS element.
Contract Less EAC Billing	This column displays the variance between the contract amount and the estimate-at-completion (EAC) expenses amount for the WBS element, at billing, as of the JTD date. Negative amounts display in red. Calculation: Expenses contract amount - EAC expenses amount
Contract Less JTD Billing	This column displays the variance between the contract amount and the JTD expenses amount, at billing, for the WBS element as of the JTD date. Negative amounts display in red. Calculation: Expenses contract amount - JTD expenses amount
EAC Billing	This column displays the sum of the JTD expenses amount and the estimate-to-complete (ETC) expenses amount for the WBS element, at billing. Calculation: JTD expenses amount as of the JTD date + ETC expenses amount from the day after the JTD date forward
ETC Billing	This column displays the ETC expenses amount, at billing, for the WBS element. This is the planned expenses amount required from the day after the JTD date through the end of the plan to complete the project, phase, or task. Calculation: If planned expenses - JTD expenses is greater than 0, then ETC billing = Planned expenses - JTD expenses. If planned expenses - JTD expenses is less than or equal to 0, then ETC billing = 0.
JTD Billing	This column displays the JTD expenses amount, at billing, for the WBS element as of the JTD date. Calculation: Sum of expense charges for all posted transactions and committed purchase orders A red flag displays in the column to notify you when the WBS row's JTD billing amount exceeds the planned billing amount for the WBS element. Each WBS amount is checked, and a flag can display for any row.
Notes	Click in this column to enter notes related to the WBS element. Be aware that a note is attached to the WBS element, not to the plan. If you save the baseline, the current version of the note is not saved as part of the baseline. If you publish the plan, the current version of the note is not part of the published plan. If you revert plan changes, changes you made to a note are not reverted. The plan notes are also displayed in an info bubble, along with other information for a WBS element, when you click on the WBS element in any of the planning grids in the Projects hub or in Resource Management. This option is not available for expense type rows.
Plan Start	For a WBS row, this column displays the plan start date for the WBS element. You can enter or select the date. When you enter this plan date, the corresponding plan date on the Labor and Consultants tabs is updated also. If you change this date and the WBS element has no planned labor hours, a message displays asking if you want to move the plan end date also to preserve the same number of days between the two dates. If you change this date and the WBS element has planned labor hours, the Reschedule Plan Dates dialog box displays so you can specify how you want the hours distributed when the plan is rescheduled. If you select a date that is earlier than the plan start date for any higher-level WBS elements in the same branch, those plan start dates are adjusted accordingly. If you select a date that is later than either the plan start dates for any lower-level WBS elements or any labor resource assignment start dates in the same branch, those start dates are adjusted accordingly.
Plan End	For a WBS row, this column displays the plan end date for the WBS element. You can enter or select the date. When you enter this plan date, the corresponding plan date on the Labor and Consultants tabs is updated also. If you change this date and the WBS element has planned labor hours, the Reschedule Plan Dates dialog box displays so you can specify how you want the hours distributed when the plan is rescheduled. If you select a date that is later than the plan end date for any higher-level WBS elements in the same branch, those plan end dates are adjusted accordingly. If you select a date that is earlier than either the plan end dates for any lower-level WBS elements or any labor resource assignment end dates in the same branch, those end dates are adjusted accordingly.
Planned Billing	For a WBS row, this column displays the sum of all planned expenses amounts, at billing, for the expense types assigned to that WBS element. For an expense type row, this column displays the planned expense amount, at billing, for that expense type assignment for the WBS element. In most cases, you cannot enter an amount in this field. Instead, you can enter or change a planned cost amount in Planned Cost, and the amount in this field changes accordingly. For direct and indirect expenses, the cost and billing amounts will be the same. For reimbursable expenses, the planned billing amount is calculated based on the cost amount and the reimbursable expense markup settings in the Plan Settings dialog box. The one case in which you can enter an amount in this column is when no rate method is selected for reimbursable expenses in the Plan Settings dialog box. In that case, the Planned Cost column does not display, and you enter the planned amount in Planned Billing. A blue flag displays in the column to notify you when the WBS row's planned billing amount does not match the contract amount for the WBS element. Each WBS amount is checked, and a flag can display for any row.
Planned Cost	The Planned Cost column is not available for selection in the Column Settings & Selections dialog box for the billing view. However, if you select the Planned Billing column for display and the plan settings include markup settings for expenses, the Planned Cost column is automatically displayed also. For a WBS row, this column displays the sum of all planned expenses amounts, at cost, for the expense types assigned to that WBS element. For an expense type row, this column displays the planned expense amount, at cost, for that expense type assignment for the WBS element. You can enter or change the planned cost amount on a WBS row or on an expense type row. You can enter amounts in this column for any WBS element at any level of the structure at or below the planning level for expenses, if that element has at least one expense type assigned. When you do, Deltek allocates the amount to lower-level WBS elements and to the assigned expense types. How the amount entered for a WBS element is allocated to expense types depends on whether or not amounts have already been entered for the affected assignments: If none of the affected expense type assignments currently has an amount, the amount is allocated equally to each expense type. If one or more of the affected expense type assignments currently has a planned cost amount, the amount you enter at a WBS level is allocated to each expense type assignment in proportion to its current planned cost amount. Expense type assignments that currently have no planned cost amount receive no allocation. The planned amount for an expense type is stored as a lump sum for the plan date range of the parent WBS element. Unlike labor, planned expense type amounts are not allocated to individual days in the date range.
Planned Less EAC Billing	For a WBS row, this column displays the difference between the total planned expenses amount, at billing, for that WBS element and the EAC expenses amount, at billing, for the WBS element as of the JTD date. For an expense type row, this column displays the difference between the planned expenses amount, at billing, for that expense type assignment for the WBS element and the EAC amount, at billing, for that expense type assignment for the WBS element as of the JTD date.
Planned Less JTD Billing	For a WBS row, this column displays the difference between the total planned expenses amount, at billing, for that WBS element and the JTD expenses amount, at billing, charged to the WBS element as of the JTD date. For a resource row, this column displays the difference between the planned expenses amount, at billing, for that expense type assignment for the WBS element and the JTD expenses amount, at billing, charged to the WBS element for that expense type assignment as of the JTD date.
Type	This column displays the account type that is associated with the expense type: reimbursable, direct, or indirect.
Vendor Name	This column displays the vendor for the expense type assignment.

Contents: Right Grid Section - Cost View Columns

You can display any of the following columns in the right section of the grid in Cost view. Click next to the upper-right corner of the grid to select the columns you want.

Field	Description
Account	This column displays the account number that is associated with the expense type.
Baseline Cost	This column displays the planned cost amount that was saved as the baseline for the expense type for the WBS element. You can have only one baseline version for any plan. Any changes you make to the existing baseline will overwrite the previous baseline data. After a baseline exists, you can only change the baseline if your role has appropriate access rights.
Calculated % Complete Cost	This column displays the percent complete for the WBS element or expense type, at cost, as of the JTD date: (JTD cost amount / EAC cost amount) x 100.
Contract	This column displays either the sum of the direct expenses and reimbursable expenses contract amounts or the indirect expenses contract amount, at cost, for the WBS element.
Contract Less EAC Cost	This column displays the variance between the contract amount and the EAC expenses amount for the WBS element, at cost, as of the JTD date. Negative amounts display in red. Calculation: Expenses contract amount - EAC expenses amount
Contract Less JTD Cost	This column displays the variance between the contract amount and the JTD expenses amount, at cost, for the WBS element as of the JTD date. Negative amounts display in red. Calculation: Expenses contract amount - JTD expenses amount
EAC Cost	This column displays the sum of the JTD expenses amount and the ETC expenses amount for the WBS element, at cost. Calculation: JTD expenses amount through JTD date + ETC expenses amount from day after the JTD date forward
ETC Cost	This column displays the ETC expenses amount, at cost, for the WBS element. This is the planned expenses amount required from the day after the JTD date through the end of the plan to complete the project, phase, or task. Calculation: If planned expenses - JTD expenses is greater than 0, then ETC cost = Planned expenses - JTD expenses. If planned expenses - JTD expenses is less than or equal to 0, then ETC cost = 0.
JTD Cost	This column displays the JTD expenses amount, at cost, for the WBS element as of the JTD date. Calculation: Sum of expense charges for all posted transactions and committed purchase orders A red flag displays in the column to notify you when the WBS row's JTD cost amount exceeds the planned cost amount for the WBS element. Each WBS amount is checked, and a flag can display for any row.
Markup Cost	This column displays the markup amount: Expenses contract amount at cost - Planned expenses cost amount.
Notes	Click in this column to enter notes related to the WBS element. Be aware that a note is attached to the WBS element, not to the plan. If you save the baseline, the current version of the note is not saved as part of the baseline. If you publish the plan, the current version of the note is not part of the published plan. If you revert plan changes, changes you made to a note are not reverted. The plan notes are also displayed in an info bubble, along with other information for a WBS element, when you click on the WBS element in any of the planning grids in the Projects hub or in Resource Management. This option is not available for expense type rows.
Plan Start	For a WBS row, this column displays the plan start date for the WBS element. You can enter or select the date. When you enter this plan date, the corresponding plan date on the Labor and Consultants tabs is updated also. If you change this date and the WBS element has no planned labor hours, a message displays asking if you want to move the plan end date also to preserve the same number of days between the two dates. If you change this date and the WBS element has planned labor hours, the Reschedule Plan Dates dialog box displays so you can specify how you want the hours distributed when the plan is rescheduled. If you select a date that is earlier than the plan start date for any higher-level WBS elements in the same branch, those plan start dates are adjusted accordingly. If you select a date that is later than either the plan start dates for any lower-level WBS elements or any labor resource assignment start dates in the same branch, those start dates are adjusted accordingly.
Plan End	For a WBS row, this column displays the plan end date for the WBS element. You can enter or select the date. When you enter this plan date, the corresponding plan date on the Labor and Consultants tabs is updated also. If you change this date and the WBS element has planned labor hours, the Reschedule Plan Dates dialog box displays so you can specify how you want the hours distributed when the plan is rescheduled. If you select a date that is later than the plan end date for any higher-level WBS elements in the same branch, those plan end dates are adjusted accordingly. If you select a date that is earlier than either the plan end dates for any lower-level WBS elements or any labor resource assignment end dates in the same branch, those end dates are adjusted accordingly.
Planned Cost	For a WBS row, this column displays the sum of all planned expenses amounts, at cost, for the expense types assigned to that WBS element. For an expense type row, this column displays the planned expense amount, at cost, for that expense type assignment for the WBS element. You can enter or change the planned cost amount on a WBS row or on an expense type row. You can enter amounts in this column for any WBS element at any level of the structure at or below the planning level for expenses, if that element has at least one expense type assigned. When you do, Deltek allocates the amount to lower-level WBS elements and to the assigned expense types. How the amount entered for a WBS element is allocated to expense types depends on whether or not amounts have already been entered for the affected assignments: If none of the affected expense type assignments currently has an amount, the amount is allocated equally to each expense type. If one or more of the affected expense type assignments currently has a planned cost amount, the amount you enter at a WBS level is allocated to each expense type assignment in proportion to its current planned cost amount. Expense type assignments that currently have no planned cost amount receive no allocation. The planned amount for an expense type is stored as a lump sum for the plan date range of the parent WBS element. Unlike labor, planned expense type amounts are not allocated to individual days in the date range.
Planned Less EAC Cost	For a WBS row, this column displays the difference between the total planned expenses amount, at cost, for that WBS element and the EAC expenses amount, at cost, for the WBS element as of the JTD date. For an expense type row, this column displays the difference between the planned expenses amount, at cost, for that expense type assignment for the WBS element and the EAC amount, at cost, for that expense type assignment for the WBS element as of the JTD date.
Planned Less JTD Cost	For a WBS row, this column displays the difference between the total planned expenses amount, at cost, for that WBS element and the JTD expenses amount, at cost, charged to the WBS element as of the JTD date. For an expense type row, this column displays the difference between the planned expenses amount, at cost, for that expense type assignment for the WBS element and the JTD expenses amount, at cost, charged to the WBS element for that expense type assignment as of the JTD date.
Type	This column displays the account type that is associated with the expense type: reimbursable, direct, or indirect.
Vendor Name	This column displays the vendor for the expense type assignment.
	To display the Expense Plan Summary chart and the Expense Progress chart for a WBS element, hover over or click the WBS row and click this icon at the end of the row. The charts display in the Expenses Charts dialog box. If you leave the dialog box open, you can select other rows in the grid, and the charts update automatically to reflect the currently selected row. The charts also update automatically if you change data in the grid that affects the currently selected row.
	This icon displays at the end of the row when you click or hover over a grid row. Click the icon to select one of these actions for that row: Show Charts (WBS rows only): Display the Expense Plan Summary chart and the Expense Progress chart for a WBS element. The charts display in the Expenses Charts dialog box. If you leave the dialog box open, you can select other rows in the grid, and the charts update automatically to reflect the currently selected row. The charts also update automatically if you change data in the grid that affects the currently selected row. Reschedule (WBS rows only): Use the Reschedule Plan Dates dialog box to change one or both plan dates for a WBS row. You also indicate how to distribute the planned labor hours within the new schedule. Reassign (expense type rows only): Use the Add Expense Types dialog box to reassign the planned amount for an expense type assignment to a different expense type or vendor. Delete (expense type rows only): Delete a single expense type assignment. If the assignment has a JTD amount or has been saved as part of the baseline plan, you cannot delete the assignment. In those cases, however, you can still use this option to delete the current planned amount for the assignment.
	Click this icon above the upper-right corner of the grid to display the Column Settings & Selections dialog box and do any of the following: Indicate how to sort expense type rows in the grid Display WBS numbers along with names in the grid Select the summary columns that display in the right section of the grid