Detailed Expense Report

The Detailed Expense Report provides all information entered on an expense report. This report includes all of the information from the Summarized Expense Report, plus any expense detail information entered on a Detail dialog box.

Click Actions > Print on the Expense Reports form to generate this report in a .PDF file. You can also click on the Expense Reports form to set up the report to generate automatically when you submit an expense report.

Contents

Report Header Fields

Field	Description
Employee	This field displays the employee's identification number and name.
Signed and Approved	If Yes is selected in the Employee Signature Required option on the Options tab of the Expense Settings form in Deltek (from the Navigation pane, select Expense under the Settings section), the name of the employee who submitted the expense report displays below the Signed line and the name of the employee who approved the expense report displays below the Approved line. If you are not using the electronic signature feature, these fields are blank. In either case, you can use the lines for employee and administrator written signatures, if you want to maintain printed expense report records.
Organization	If you are using organizations in Deltek, this field displays the code for the employee's assigned organization.
Expense Report	This field displays the name of the expense report.
Report Date	This field displays the expense report date.
Report Columns
Line	For reference purposes, this column displays the sequence number of the expense row.
Date	This column displays the date on which the expense item was incurred.
Category	If you are using expense categories, this column displays the name of the category to which the you are charging the expense item.
Description	This column displays the description of the expense item.
Project	This column displays the number of the project number to which you charged the expense item.
Phase	This column displays the number of the phase (if applicable) to which you charged the expense item.
Task	This column displays the number of the task (if applicable) to which you charged the expense item.
Bill	This box in this column contains X if the client is to be billed for the expense item. If the box is blank, the expense item will not be billed.
Paid or Company Paid	This column displays if Yes is selected in the Allow Company Paid Expenses option Options tab of the Expense Settings form in Deltek (from the Navigation pane, select Expense under the Settings section). If Paid or Company Paid contains X, the expense item is a company-paid item. A company-paid item is any expense for which your company sends payment directly to a vendor instead of reimbursing the employee who incurred the expense. If the box is blank, the expense item is not a company-paid item, and the employee is reimbursed for the expense.
Account	This column displays the account number to which you are charging the expense item.
Currency Code	This column displays the currency code that is entered for the expense amount, if applicable. This column displays if your firm uses multiple currencies in Deltek.
Amount	This column displays the monetary amount of the expense item.
Tax Code	This column displays the tax code entered for the expense item, if applicable. This column displays only if Enable tax auditing feature is selected on the Tax Auditing tab of the Accounting Company Settings form in the desktop application (Settings > Accounting > Company Settings ).
Tax Amount	This column displays the total tax for the expense item, if applicable. This column displays only if Enable tax auditing feature is selected on the Tax Auditing tab of the Accounting Company Settings form in the desktop application ( Settings > Accounting > Company Settings ).
Tax Amount 2	This column displays the total tax-2 amount for the expense item, if applicable. This column displays only if Enable tax auditing feature is selected on the Tax Auditing tab of the Accounting Company Settings form in the desktop application ( Settings > Accounting > Company Settings ).
Payment Amount	This column displays the amount to be paid in the functional currency after any exchange overrides have been applied, if applicable. This column displays if your firm uses multiple currencies in Deltek.

Contents Below each Expense Line Item

Field

Description

Detail

The following additional detailed information for an expense item may display directly below the expense item row in the report. Business Reason: The business reason for the expense displays when an employee enters information on the General Detail dialog box, the Business Meals Detail dialog box, or the Travel Detail dialog box. Name of Each Person: This item displays when an employee enters information on the Business Meals Detail dialog box for an expense item. Miles (or Kilometers), @ Per Mile (or Kilometer), and Amount: These items display when an employee enters detailed mileage/kilometer information on the Travel Detail dialog box for an expense item. Originating Vendor This field displays only if the Enable Originating Vendor for Employee Expenses and A/P Vouchers check box is selected on the Tax Auditing tab of the Accounting Company Settings form in the desktop application (Settings > Accounting > Company Settings). This displays the originating vendor, if one was entered for an expense item.

Report Totals

Field	Description
Total Expenses	This column displays the total amount of all the expense items on the expense report, including company-paid items.
Amount Advanced	This column displays the total amount of any advances you received that were applied to the expense report. Advances represent cash provided to you to cover expected expenses. Advances reduce the amount owed to you. The Amount Advanced field displays only if your system administrator selects Yes for the Apply Advances option on the Options tab of the Expense Settings form in Deltek (from the Navigation pane, select Expense under the Settings section). If your firm uses multiple currencies in Deltek, the amount in this field is in the functional currency of the employee's company.
Company Paid	This column displays the total amount of any company-paid expense items included on the expense report. Company-paid expenses are paid directly to a vendor and are not reimbursed to you. Company-paid amounts reduce the amount owed to you. This column displays if Yes is selected in the Allow Company Paid Expenses option in the Options tab of the Expense Settings form in Deltek (from the Navigation pane, select Expense under the Settings section). The Company Paid field displays the total for all expense rows where the Paid check box is selected.
Total Due	This column displays the total amount that your firm owes to you for the expenses included on the expense report. This amount is calculated by adding all the expense items on the expense report and then subtracting the amount of any advances and company-paid items.