Contents of the Expense Reports Form

Use the fields and options in the Expense Report form to perform and manage expense report tasks.

Fields

Field	Description
Expense Report Search	Use this field to search for expense reports that you want to review, modify, or process for approval. The displayed search results are restricted based on your access rights. The search field has two section, the left section has a drop down menu with filter options while the right section displays the search results as a drop down list. Click the filter drop down arrow on the left to display a menu of available standard or custom search filters: My Expense Reports: Display your expense reports. My In Progress: Display your expense reports that were started but not yet submitted for approval. This option is available if employee expense approval workflow is enabled. My Unpaid: Display expense reports with a balance or are unpaid. My Paid: Display expense reports that are already paid for. All In Progress: Display all expense reports that were started but not yet submitted for approval. The number displayed beside the filter option name references the number of employee reports that are in progress. This option is available if employee expense approval workflow is enabled. All Submitted: Display all expense reports that were submitted for approval and have not yet been approved. The number displayed beside the filter option name references the number of employee reports that were submitted. This option is available if employee expense approval workflow is enabled. All Pending Approval: Display all expense reports that are waiting for your approval. Search results that are displayed with this filter are based on your approval role in the employee expense approval workflow. The number displayed beside the filter option name references the number of employee reports that are pending your approval. This option is available if employee expense approval workflow is enabled. [saved custom search filter]: Select a previously saved custom filter to display the employees returned by that search. All: Display all expense reports in the search results. Custom...: Display the Custom Search dialog box where you can create your own search filter based on your preferred search criteria. You can use standard or user defined search criterions to create a new custom search filter. Custom searches are limited based on your approval role and access rights. If Deltek is set up to use multiple currencies, the search results display applicable expense reports from all companies based on your access rights. To sort the search results in the list, click the up/down arrows beside Sorting Options found at the top of the search result list to display the Sorting Options dialog box. Then select an option in the Results List Sort Order drop down and click Apply. For step-by-step instructions related to searches, see the following topics in Basics: Search for and Select a Record Create a Custom Search Filter
# of #	Click these icons on the right side of the Search field to quickly navigate to the next or previous expense report if the search result contains multiple records.
+ Add Expense Report	Use this drop down field and select an option to create an expense report: For Myself: Create a new expense report for yourself. For Someone Else…: Create a new expense report for another employee. When you select this option, a Select Employee dialog box is displayed where you select the employee that you are creating the expense report for. The Expense Report form displays a message that the form is being prepared for use in a company if: You are using the muticompany feature. The company associated with the expense report that is currently displayed in the Expense Report form is different from the company of the employee that you selected. During this process, the system locks the Expense Report form while it loads the correct company settings for the expense report based on the company associated with the selected employee.
Expense report name	When you create a new expense report, enter a name for the expense report in this field above the grid. If you need to change the name of an expense report, click next to the name and date.
Report date	When you create a new report, this field defaults to the current date. You can enter a date directly in this field or click to select a date from the calendar. If you need to change the date of an expense report, click next to the name and date.
Employee	This field displays the name of the employee for whom the expense report was created. You can click the field to display the Employee dialog box where you can view more information about the employee. You can also access the Employee hub from the Employee dialog box by selecting the Go to Employee Hub option in the Action drop-down menu. If you have multiple companies, the employee name is followed by the company that the employee's expense report is associated with.
Report Status	The field displays the status of the expense report: In Progress, Submitted, Approved (if you use approvals), or Posted. Each expense report has a status that reflects its current processing stage. The status changes as the expense report moves through the process.
Payment Status	This field displays the payment status of the expense report: blank, To Be Paid, or Paid. This field is blank until the expense report is posted. If it is posted but not yet paid in full, it contains To Be Paid. When it is both posted and paid in full, it contains Paid.
Actions Menu	Use options on the Actions menu to perform any of the following tasks: Submit: Submit the expense report for approval based in the employee expense approval workflow. This option is available if employee expense approval workflow is enabled. Unsubmit: Retract an expense report that you submitted. This option works as long as the displayed expense report that you want to unsubmit have not yet been approved in any approval step based on the employee expense approval workflow. This option is available if employee expense approval workflow is enabled. Copy Expense Report: Create a new expense report by creating a copy of the displayed expense report. Note: If the expense report that you copied contain expense lines that are associated with dormant or inactive projects, phases, or tasks, the system excludes those expense lines from the copy of the expense report. A corresponding message displays to indicate that some expense lines were excluded due to dormant or inactive projects, phases, or tasks. Upload Receipt: Display the Expense Report Receipts dialog box where you can upload receipt files that you want to associate with the expense line items. Currency Override: Display the Currency Override dialog box where you can select a different transaction currency for expense items or to override the exchange rate used for the expense report. View Receipts: View the receipts that are attached to the expense report. This option is available if FILESTREAM is enabled and the Receipts field in the right grid of the Expense Reports form is displayed. Print: Display the Print Report dialog box where you can select any of the following print options to print the displayed expense report: Select Detailed Expense Report to print an expense report that contains all the details and information in the expense report. Select Summarized Expense Report to print an expense report that contains a concise version of the detailed expense report. Select this Include Attached Receipt check box to print all the attached receipts in the expense report. Save: Select this option to save the changes you made in the expense report. Delete: Select this option to delete the displayed expense report.
	Click this icon to control whether or not an expense report prints automatically when you submit it. On the Expense Reports Settings dialog box, select from the following print options: Print Report When Submitted Select Detailed Expense Report to print an expense report that contains all the details and information in the expense report. Select Summarized Expense Report to print an expense report that contains a concise version of the detailed expense report. Select Do Not Print Report if you do not want to print the expense report when you submit it. Select this Include Attached Receipt check box to print all the attached receipts in the expense report.
Approvals	This field displays the status of the expense report based on the approvals workflow. This field displays when you submit an expense report for approval and if you have the employee expense approval workflow enabled.
	Click this icon to display an info bubble where more information on the current approval status is displayed.
Approval Options	Approval options are available when: The approval workflow for employee expense is enabled. The expense report was submitted. You have the appropriate approval role based on the approval workflow. The specific option is applicable for the current approval step and status as configured in the approval workflow. The approval options are displayed in the upper-right area of the expense reports grid. Click any of the following options to perform the corresponding tasks: Approve: Approve an expense report. The Approve dialog box displays where you enter an approval note. Reject: Reject an expense report. The Reject dialog box displays where you are required to enter a rejection note. Unsubmit: Retract an expense report that you submitted. This option is available if the expense report is not yet approved in any of the approval steps of the approval workflow. Reassign: Designate another employee to approve the expense report. Reopen: Reopen a previously approved expense report. You can update the reopened expense report and submit it again for approval. Posted expense reports cannot be reopened. Restart Approval: Select this option to send the record back to step 1 of the approval workflow after an approver edits the record for the approval step. This allows approvers from earlier steps to review and approve the record.

Expense Reports Grid

Use the Expense Reports grid to enter the information for the individual expenses. The grid is divided to the left and right sections. You can scroll horizontally in each section, and you can drag the vertical divider that is located between the two sections to resize each side of the grid to suit your needs. While entering values in the grid fields, you can use the TAB keys to move to the next field.

Left and Right Grid Column Selection

You can select the columns that display in the left and right sides of the expense report grid. Click in the upper-right corner of the grid and choose either Left Grid Column Selections or Right Grid Column Selections.

The column selections only apply to you. Another user can choose to display a different set of columns. Your selections are saved and remain in effect until you change them. The columns that display by default in the grid and the columns that are available for selection on the Select Columns dialog box are determined by configuration settings in the desktop application.

For information about selecting columns, see Select Columns for a Grid.

Adding, Copying, and Deleting Rows

Click + Add Line below the grid to add a new blank row below the last existing row.

When you select a grid row or hover over a row, this icon appears at the right end of the row. Click and select the action you want to perform for that row: insert a blank row below it, copy the current row (except for the amounts and expense details) as a new row below it, or delete the row.

Left Grid Columns

Field	Description
Approval Status	This field is displayed if Expense Report Line Item Approval is enabled in the employee expense approval workflow. This column is displayed in the left-most column. The expense line item's approval status is displayed with the following icons: : In progress : Approved : Rejected Click the icon to display the Expense Line Approval Progress dialog box where you can see detailed expense line item information.
Date	Use this field to enter the date on which you incurred the expense item. You can enter a date directly in this column or select a date in the calendar menu that displays when you click the field. When you enter a date directly, follow the M/D/YYYY format
Category	Enter or select an expense category for the expense item. Expense categories determine the debit account that prefills for an expense item in the Account field and whether or not the Bill check box prefills for the expense item. You can enter only expense categories with an active status. To select a category for an expense, do one of the following: Enter one character from the expense category name to display a list of categories that start with that character in a drop-down list, or enter two or more characters to display a list of categories that contain those characters. Select the category you want. If only one category matches your search text in, that category is automatically entered in the field without displaying the list. Click to display the Expense Category Lookup dialog box. The available categories display automatically when the dialog box opens. If necessary, scroll to locate the category, or enter all or part of the expense category name in the search field above the list. Select the category and click Select. Tip: Lookup results with a lighter font color are inactive. When you enter or select a category, the name of the expense group that is associated with the category displays in this column after the category description. If you select a category that is associated with the Travel, General, or Business Meals detail types, you receive a message that asks if you want to enter details now for the expense. To enter detail, click Enter Detail Now to open the Detail dialog box. You can also choose to enter the detail using the Detail field. See the Detail field description below for more information.
Description	Enter a brief description of the expense item. This description displays on various expense-related reports and can be printed on invoices.
Detail	If the selected expense category has associated details, click in this field to display the Detail dialog box and enter that additional information for the expense item. The following are the Detail dialog boxes: General Detail: This dialog box displays when the selected category is associated with the General detail type or when no category is assigned. Use it to enter the business reason for the expense. Business Meals Detail: This dialog box displays when the selected category is associated with the Business Meals detail type. Use this dialog box to enter the business reason for the expense and the name of each person attending the meal. Travel Detail: This dialog box displays when the selected category is associated with the Travel detail type. Use this dialog box to enter the business reason for the expense, where you traveled from and to, and any miles or kilometers involved. If miles/kilometers are assigned and you are using multiple currencies, the system checks the Currecy Code field to ensure that the assigned currency matches the functional currency for the employee's company. If they are different, an error message displays and the Currecy Code field changes to the functional currency. In addition, if you make changes to the miles/kilometers, the amount in the Amount column on this grid is updated accordingly. After you enter detail for an expense, Details Added displays in the field. Note that this column is not editable in the following situations: If No Detail is the detail type associated with the category. In that case, n/a displays in the Detail field. If the expense item is approved. If you need to delete all of the detail information, open the Detail dialog box and select Clear All & Close. The detail is removed from the dialog box and the Details Added text is removed from the Detail field. See the help topics for each of the Detail dialog boxes for additional information.

Right Grid Columns

Field	Description
Originating Vendor	Enter the vendor number of the vendor from whom the expense item was originally purchased. For example, an employee may have paid for a hotel room and a plane ticket. You can associate the expense items with the specific hotel and airlines vendor. This field is displayed if your system administrator selected the Enable Originating Vendor for Employee Expenses and A/P Vouchers option on the Payments tab of the Expense Settings form in the Deltek (from the Navigation pane, select Expense under the Settings section). To select an originating consultant for an expense, do one of the following in Originating Consultant: Enter one character from the vendor name or number to display a list of vendors that start with that character in a drop-down list, or enter two or more characters to display a list of vendors that contain those characters. Select the vendor you want. If only one vendor matches your search text in Originating Consultant, that vendor is automatically entered in Originating Consultant without displaying the list. Click to display the Originating Vendor Lookup dialog box. The available vendors display automatically when the dialog box opens. If necessary, scroll to locate the vendor, or enter all or part of the vendor name or number in the search field above the list. Select the vendor and click Select. Tip: Lookup results with a lighter font color are inactive. Vendors included in this list are those that are marked as approved for use in processing in the Firms hub for your current company and are available based on your security role. You can select active or inactive vendors, but not dormant vendors.
Originating Vendor Name	This field displays the name of the originating vendor. You can also use this field to select an originating consultant name for an expense, do one of the following in Originating Consultant: Enter one character from the vendor name or number to display a list of vendors that start with that character in a drop-down list, or enter two or more characters to display a list of vendors that contain those characters. Select the vendor you want. If only one vendor matches your search text in Originating Consultant Name, that vendor is automatically entered in Originating Consultant Name without displaying the list. Click to display the Originating Vendor Name Lookup dialog box. The available vendors display automatically when the dialog box opens. If necessary, scroll to locate the vendor, or enter all or part of the vendor name or number in the search field above the list. Select the vendor and click Select. Tip: Lookup results with a lighter font color are inactive. This field is displayed if the Originating Consultant field is displayed. You can display Originating Consultant Name whether or not you choose to display Originating Consultant. if you used this field to select a vendor, the Originating Consultant field is also updated with the matching vendor number for the selected vendor.
Company Paid	This field is displayed if your system administrator selected Yes for the Allow company paid expenses option in the Options tab of the Expense Settings form. The form is accessed from Expense under the Settings section in the Navigation Pane. Select this check box if the expense is company paid. Company-paid expenses are reimbursed to the vendor, not the employee. A common example of a company-paid item is when you purchase an airline ticket for business travel, and the airline charges your company instead of you for the expense. Your company pays the airline for the ticket, but you add it to your expense report to create an audit trail and charge it to the appropriate project. If a credit card defined as "company paid" is assigned to the expense line, the Company Paid option is automatically selected, and you cannot clear it. If a credit card defined as "employee paid" is assigned, the Company Paid option is automatically selected, and you cannot clear it.
Credit Card	Use this field to assign a credit card to the expense line. Enter or select a credit card when you click in the field.
Merchant Description	If a credit card is assigned to the expense line, the associated merchant description displays in this column. This is the merchant or description from the credit card statement that helps employees identify a charge.
Currency Code	This field is displayed if Deltek is set up to use multiple currencies. Use the Currency Code field to specify the currency that applies to the amounts in the Amount, Total Tax Amount, and Net Amount fields for the expense item. For example, if you submit an expense report following a business trip to multiple countries, you might enter USD for one line item, EUR for another, and CAD for yet another. Use this field to select a currency code. To select a currency code, do either of the following: Enter one or more characters from the currency code to display a list of codes that contain those characters in a drop-down list. Select the code you want. If only one code matches your search text in Currency Code, that code is automatically entered in Currency Code without displaying the list. Click to display all available currency codes in a drop-down list. Select the code you want. If you use the Currency Override dialog box to specify a different transaction currency, it will apply to any new expense items that you subsequently add to the grid. Note: If you assign miles/kilometers for the expense report in the Travel Detail dialog box, system checks the Currency Code field to ensure the assigned currency matches the employee's company's functional currency. If they are different, an error message displays, the employee's company functional currency is entered in Currency Code, and you cannot change it. If a "company paid" credit card is assigned to the expense line, the currency code associated with the credit card displays in the Currency Code field for reference. In that case, you cannot select a different currency. If the credit card for an expense line is "employee paid," the Currency Code field behaves as it does when no credit card is involved.
Amount	Use this field to enter the expense amount. When you enter an amount in this field with tax auditing enabled, the amount in this field is used to calculate the taxes that prefill the Total Tax field in this grid. If amounts are entered in the Payment Amount and Net Amount fields, any updates that are made to those fields automatically update the amount in this field. If you assign travel detail to the expense, and you make changes to the mileage/kilometer-related entries on the Travel Detail dialog box, Amount automatically updates accordingly. If you use the multiple currencies and the assigned transaction currency and functional currency codes are different, the Amount field is used to calculate the amount in Payment Amount as follows: Amount X Payment Exchange Rate. If a credit card is assigned to the expense line, this column displays the amount of the charge in the credit card receipt's currency.
Payment Exchange Rate	If you use the multiple currencies feature, use this field to specify the exchange rate. This is the rate at which one currency is exchanged for another. The amount in the Amount field multiplied by the rate in this field is the amount in Payment Amount. If you change any of these amounts, the others are automatically updated. You can change the payment exchange rate if the code in Currency Code does not match the functional currency for the employee's company. If you change the assigned Currency Code, the payment exchange rate is automatically updated. The Payment Exchange Rate displays a default rate in the following situations: If the transaction currency and functional currency differ, and you use the Currency Override dialog box to specify an override other than None, the system applies the exchange rate based on the assigned date or rate method on the Currency Override dialog box. If the transaction currency and functional currency differ, and you use the Currency Override dialog box to specify None as the override, system applies the daily exchange rate that is entered in desktop application. If a credit card is assigned to the expense line, the following is considered for the payment exchange rate: If the expense item is linked to an imported credit card charge and the currency for the expense amount differs from the payment amount currency (the currency for the primary credit card), the system uses the Amount and Payment Amount fields to automatically calculate the exchange rate. In that case, you cannot change the exchange rate. If the expense item is not linked to an imported credit card charge but has a credit card assigned, and the currency for the expense amount differs from the payment amount currency, the exchange rate is recalculated if the date is changed.
Payment Amount	If Deltek is set up to use multiple currencies, this field displays the amount to be paid to the employee, in their functional currency. This is calculated by multiplying the expense amount in Amount by the exchange rate in Payment Exchange Rate after any exchange overrides have been applied. As you change these amounts, the others automatically update and are stored in the functional currency of the employee's company. If the code in Currency Code does not match the company's functional currency, you can enter or change the payment amount. If the currencies are the same, Payment Amount displays the same amount as Amount and is not editable. If a credit card is assigned to the expense line, the amount in this column is the amount that will be paid to one of the following: Employee: Expenses that are not company paid are made in the functional currency of the employee's company. Credit card company: Company-paid expenses that have an assigned credit card are paid in the currency that is assigned to the primary credit card. Merchant or vendor : Company-paid expenses that do not have an assigned credit card are paid in the functional currency of the employee's company. The amount is the transaction amount in the credit card currency. For example, if a United States employee took a trip to Japan and used a US credit card, the amount in Payment Amount is in US currency. If the payment amount is not in the same currency as the functional currency of the employee's company, the amount displays in a blue font. (A blue diamond also displays next to the column heading as an additional visual indicator that the column contains amounts in more than one currency.) The blue amounts are excluded from the expense report totals.
Exchange Override	This field displays the payment exchange override information from the Currency Override dialog box that applies to the expense row: None: No override applies to the row. Date - <date>: The exchange rate for the specified date is used to calculate the payment amount in the employee's functional currency. Rate - <rate>: The specified exchange rate is used to calculate the payment amount in the employee's functional currency. If the Currency Code, Payment Exchange Rate, and Payment Amount cannot be selected for display, you cannot display this column.
Total Tax Amount	If you use the Tax Auditing feature, this column displays the calculated tax amount for the expense item. Configuration options determine if the Total Tax Amount prefills in this column, or if you will have access to the icon to open the Taxes dialog box to enter tax code information. A default amount displays if an expense category is assigned and it has default tax codes, or if a category is assigned and default tax codes are assigned on the Accounting Company Settings form in the desktop application (Settings > Accounting > Company Settings). If the selected category has associated default tax codes entered on the Expense Categories dialog box, then the tax rates that are entered for those default tax codes are applied to the amount in Amount to calculate the total tax amount. You can only change these codes if Yes is selected for the Allow User to Edit Tax Code option in the Expense Categories dialog box. The Expense Categories dialog box is displayed when you click the button at the end of the row for an expense category in the Expense Categories tab of the Expense Settings form in Deltek (from the Navigation pane, select Expense under the Settings section to display the Expense Settings form). When no default displays in Total Tax Amount and the category's configuration allows, click in the column to open the Taxes dialog box. Use this dialog box to view, add, or remove tax codes and recalculate the tax amount, or to change the tax amount. When you use the Taxes dialog box to change the amount, the amount in the Net Amount column is updated automatically. If you use the multiple currencies and entered an expense line that uses a different currency, but you are not allowed to edit tax codes, an error message displays. The error message indicates that the taxes did not generate a default amount because the associated currency for the expense report is different than the currency on the expense line. in this case, when you try to open the Taxes dialog box, a similar message is also displayed and prevents you from accessing the Taxes dialog box. Contact your system administrator for support.
Net Amount	If you use the Tax Auditing feature, this field displays the total net amount: Expense amount in Amount less the tax amount in the Total Tax Amount. You can change the amount directly in this field. This results in automatic updates to the amounts in the Amount and Payment Amount columns.
Project and/or Project Name	You can display the Project column, the Project Name column, or both. To select a project, do either of the following in Project or, if Project is not displayed, in Project v: Enter one character from the project number or short or long name to display a list of projects that start with that character in the Project/Phase/Task Lookup dialog box, or enter two or more characters to display a list of projects that contain those characters. Select the project you want and click Select. Note: If only one project matches your search text in Project and that project has no phases, that project number is automatically entered in Project without displaying the lookup dialog box. Click to display the Project/Phase/Task Lookup dialog box. The dialog box opens with a list of projects displayed. Scroll to locate and select the project, or enter all or part of a project number or short or long name in the search field above the list. If the project has phases, also select a phase, and if the phase has tasks, select a task. Click Select to complete the entry. Tip: Lookup results with a lighter font color are inactive. These additional settings affect what projects are available for selection: Apply Project access to: Expense Report: If selected, your access is subject to the record level access for projects defined for your security role on the Record Access tab of the Roles form in the desktop application (Settings > Security > Roles). Treat inactive Projects as dormant: If Yes is selected in the Options tab of the Expense Settings form (the form is accessed from the Navigation pane by clicking Expense under the Settings section.), inactive projects are not available for selection. If No is selected, you can select an inactive project, but the system first asks you to confirm that is what you want to do.
Phase and/or Phase Name	You can display the Phase column, the Phase Name column, or both. When you select a project for an expense and that project has phases, you also select a phase in the Project/Phase/Task Lookup dialog box, and it displays in Phase and/or Phase Name. If you need to change the phase, do either of the following in Phase or, if Phase is not displayed, in Phase Name: Enter one character from the phase number or name to display a list of phases that start with that character in the Phase/Task Lookup dialog box, or enter two or more characters to display a list of phases that contain those characters. Select the phase you want and click Select. (Note: If only one phase matches your search text in Phase and that phase has no tasks, that phase number is automatically entered in Phase without displaying the lookup dialog box.) Click to display the Phase/Task Lookup dialog box and change your selection. The phases display automatically when the dialog box opens. If necessary, scroll to locate and select the phase, or enter all or part of a phase number or short or long name in the search field above the list. If the phase has tasks, also select a task. Click Select to complete the entry. Tip: Lookup results with a lighter font color are inactive. If Yes is selected for the Treat inactive Projects as dormant option in the Options tab of the Expense Settings form (the form is accessed from the Navigation pane by clicking Expense under the Settings section), inactive phases are not available for selection.
Task and/or Task Name	Use the Task field, Task Name field, or both to identify the task associated with the expense. When you select a phase for an expense and that phase has tasks, you also select a task in the Project/Phase/Task Lookup dialog box or Phase/Task Lookup dialog box, and it displays in Task and/or Task Name fields. If you need to change the task, do one of the following in Task or, if Task is not displayed, in Task Name: Enter one character from the task number or name to display a list of tasks that start with that character in a drop-down list, or enter two or more characters to display a list of tasks that contain those characters. Select the task you want. If only one task matches your search text in Task, that task number is automatically entered in Task without displaying the list. Click to display the Task Lookup dialog box and change your selection. The tasks display automatically when the dialog box opens. If necessary, scroll to locate the task, or enter all or part of a task number or short or long name in the search field above the list. Select the task and click Select. Tip: Lookup results with a lighter font color are inactive. If Yes is selected for the Treat inactive Projects as Dormant option in the Options tab of the Expense Settings form (the form is accessed from the Navigation pane by clicking Expense under the Settings section), inactive tasks are not available for selection.
Bill	This check box is enabled when an expense item's project has a regular charge type. This check box indicates whether or not the project's client should be billed for the expense item. The check box prefills (selected or cleared) based on the Bill by Default setting on the Time & Expense tab in the Project hub in the desktop application for the expense item's project (at the lowest level of the work breakdown structure). If Yes is selected for the Bill by Default settings for the project, the Bill check box for the expense item is selected by default. If No is selected for the Bill by Default settings for the project, the Bill check box for the expense item is cleared by default. If Category is selected for the Bill by Default settings for the project, the Bill check box for the expense item is selected or cleared based on the Bill by Default setting entered on the Expense Categories tab in Expense Settings for the expense category that is entered for the expense item.
Account and/or Account Name	Enter the general ledger debit account for an expense item. An account may prefill in these fields based the on the expense category that you enter for an expense item; the charge type (regular, overhead, or promotional) of the project that you entered for the expense item; and whether or not the expense item is billable to the client (the Bill check box is selected in the grid). The default account that prefills is set up by a system administrator on the Expense Category tab in Expense Report Settings. If no default account is set up for the expense category, you must enter an account in this field. Click and use the account lookup to select an account, or enter an account directly in the field. Tip: Lookup results with a lighter font color are inactive. The accounts that you can choose from are based on the project's charge type as follows: Project's Charge Type Accounts You Can Select Overhead or Promotional Indirect, asset, liability, net worth, or other charges Regular (and the Bill check box is selected) Reimbursable or reimbursable consultant Regular (and the Bill check box is not selected) Direct or direct consultant A system administrator controls whether or not the Account and/or the Account Name fields display in the grid. The setting is on the Options tab in Expense Settings.
Receipts	Use this field to associate receipts with the expense item. This field displays if the system is configured to allow you to upload and attach documents to certain types of transactions. Contact you system administrator for detailed information on enabling FILESTREAM and Transactional Document Management (TDM). Select an expense item and click in the Receipts field. The Expense Line Receipts dialog box displays listing all receipts that are attached to the expense report. Use this dialog box to upload a new receipt file, or select the Attached to Selected Expense check box to attach one of the listed receipts to the current expense item. When a receipt is already associated with the expense item, the is displayed instead. A tooltip displays when you move the mouse cursor over the icon that shows the number of attached receipts for the expense item. When you upload receipts in the Expense Line Receipts dialog box, an error message is displayed if the file you are uploading exceeds the file size limit that was setup in FILESTREAM. Contact your system administrator for support.

Totals Fields

TheTotals fields display total amounts for the items in the Expense Reports grid. Some or all of the fields listed below may display, depending on how your system administrator defines the system settings.

If you use multiple currencies, the total amounts display in the currency in which you will be reimbursed, the functional currency for your assigned company. If one or more expense lines have a credit card assigned with a payment amount in a currency other than your functional currency, those payment amounts display in a blue font in the Payment Amount column. Those blue amounts are not included in the total amounts. A blue diamond displayed in the total fields area is a visual indicator that this has occurred.

Field	Description
Total Expenses	This field displays the total amount of all the expense items on the expense report as listed in the Amount column. This includes any company-paid items. However, if you use multiple currencies, this field displays the total amount, in the functional currency of the employee's company, of all the expense items as listed in the Payment Amount column, including company-paid items.
Firm Paid	This field displays the total of amounts in the Amount fields for rows in which the Company Paid check box is selected. The amount you are owed for your expenses is reduced by this amount. This field displays if selected Yes for the Allow company paid expenses option in the Options tab of the Expense Settings form. The form is accessed from Expense under the Settings section in the Navigation Pane. If Deltek is set up to use multiple currencies, this field displays the total of amounts in Payment Amount for all rows in which the Company Paid check box is selected. This amount is in the functional currency of the employee's company,
Amount Advanced	Enter the total amount of any advances you have received that should be applied to the expense report. Advances represent cash provided to you by your firm to cover expected expenses. An advance reduces the amount owed to you. This field displays only if your system administrator selects Yes for the Apply Advances option in the Options tab of the Expense Settings form. The form is accessed from Expense under the Settings section in the Navigation Pane. If Deltek is set up to use multiple currencies, the amount in this field is in the functional currency of the employee's company.
Total Due	This field displays the total amount that your firm owes to you for the expenses included on the expense report: Total expenses - Total company-paid expenses - Advances.