Expense Sheet Lines Sub-Tab

This section includes the fields and descriptions for the Expense Sheet Lines sub-tab.

Field	Description
Empl. No.	This field shows the number of the employee who entered the current expense sheet line. The field cannot be changed.
Submitted	This field shows whether the time sheet line has been submitted. If it has been submitted, the field will be marked.
Employee Name	This field shows the name of the employee specified in the field “Empl. No.” above.
Send Email	This link will open up a new email dialog in your operating system default email client. The to email address will be prefilled with the email address of the employee on the expense sheet line. The current user (the project manager) must add a subject and message and send the email.
Act. No.	This field shows the activity on which the employee entered his or her expenses. The field cannot be changed.
Task	The functionality of this field is similar to that of the field “Act. No.”
New Approval Status	In this field you can enter the status you wish to assign to the current expense sheet line when you select the action “Carry Out Approval.” This field can be changed by the project manager or by users who have been given access to change all time sheets in the window Actions in the Set-Up module. When you press Return on the current line, the totals in the islands Amount and Quantities are updated. The field can have one of four values: Blank — The blank (or empty) value means that you have not yet decided whether to approve or reject the current line. Expense sheet lines with no status in this field are not transferred to posting when you select the action “Carry Out Approval.” Approved — If you select this value, the current expense sheet line will be approved when you select the action “Carry Out Approval.” This means that the expense sheet line will be transferred to posting if the supervisor has also approved the expense sheet from which the expense sheet line originates, provided that this is required by the approval principle selected for the job in the window Jobs. If the supervisor is not required to approve expense sheets pertaining to the current job, the expense sheet lines are transferred without the approval of the supervisor. Rejected — If you select this value, the current expense sheet line will be rejected when you select the action “Carry Out Approval.” This means that the expense sheet line cannot be transferred to posting, and the expense sheet from which the line originates cannot be marked as transferred in the window Expense Sheets if the approval principle of the current job requires approval by the project manager. Released — If the field “Transf. Non-Appr. Time Sheets” in the window System Information in the Set-Up module is selected, you can choose to release the current expense sheet line. This means that the expense sheet line will be transferred to posting if the supervisor has also approved or released the expense sheet from which the line originates, provided that this is required by the approval principle selected for the job in the window Jobs. The expense sheet line is not approved, however. Select this status if you cannot decide whether the line should be approved or rejected, but you want it to be released for posting.
Approval Status	This field shows the approval status of the current line. The value in the field “New Approval Status” is transferred to this field when you select the action “Carry Out Approval.” The field cannot be changed manually.
Comment	In this field you can enter a comment on the current line. The comment is also displayed on the expense sheet line in the window Expense Sheets and can be used to display a message to the employee who entered the line. For instance, you can enter a reason for the rejection of the current line. You can also transfer the standard comment from the field “Standard Comment” in the main tab to this field, depending on the status in the field “New Approval Status” on the line. See also the description of the three actions below which regard the transfer of comments.
Quantity	This field displays the total number of units entered on the current expense sheet line.
Unit Price, Base	This field displays the price of one unit of the expense registered on the line. The price, which includes tax, is shown in the base currency of the company responsible for the job.
Amount, Base	This field displays the total price of the expense registered on the line. The price, which includes tax, is shown in the base currency of the company responsible for the job.
Base Currency	This field displays the base currency of the company to which the current employee is assigned. If the employee is not assigned to a company, the enterprise currency is used.
Total Amount, Employee	This field displays the total amount which the employee on the current line has registered on the expense sheet lines matching the selection criteria set up in the main tab. The amount is shown in the base currency entered on the expense sheet.
Base Currency, Employee	This field shows the base currency of the company to which the employee on the current line is assigned.
Tax Code (Tax Code 1-3)	This field displays the tax code for the expense registered on the line. If multiple tax codes are enabled, the “Tax Code” field will be replaced by the following fields: “Tax Code 1,” “Tax Code 2,” and, if three tax levels are enabled, “Tax Code 3.” For further information on multiple tax codes, please see the description in “Tax Codes.”
Tax, Base (Tax 1-3, Base)	This field displays the tax part of the amount registered on the line, in base currency. If multiple tax codes are enabled, the “Tax, Base” field will be replaced by the following fields: “Tax 1, Base,” “Tax 2, Base,” and, if enabled, “Tax 3, Base.” For further information on multiple tax codes, please see the description in “Tax Codes.”
Proposed Quantity	This field allows the project manager to adjust the invoiceable quantity entered by the employee on an expense sheet line. By default, the proposed quantity will equal the quantity entered by the employee. The quantity suggested for invoicing in the Invoice Selection and Itemize Invoice Selection windows will be based on the proposed quantity in this field, pending final approval by the invoicing department.
Proposed Billing Price, Unit	This field allows the project manager to propose a unit billing price for the registered quantity. The value of the field will initially be identical to the value in the Billing Price Registered field, but the project manager can adjust the unit billing price on an expense sheet line. The unit billing price suggested for invoicing in the Invoice Selection and Itemize Invoice Selection windows will be based on the proposed unit billing price in this field, pending final approval by the invoicing department. Please note that the proposed unit billing price overrides any price list changes made during the week in question. For instance, if a new price list is introduced during a week that spans across two months, the unit billing price proposed by the project manager will still be applied for the entire week.
Proposed Billing Price, Total	This field allows the project manager to propose a total billing price for the registered quantity. The value of the field is calculated by multiplying the values in the fields “Proposed Hours” and “Proposed Billing Price, Unit.” The project manager can adjust the value to propose a different total billing price. This will cause an automatic adjustment of the value in the field “Proposed Quantity,” leaving the value in the field “Proposed Billing Price, Unit” unchanged. However, if the project manager proposes a write-up or write-down in this field while the system parameters “Keep quantity at write-up” or “Keep quantity at write-downs,” respectively, are enabled, the value in the “Proposed Hours” field will remain unchanged. Instead, the value in the “Proposed Billing Price, Unit” field will be adjusted in accordance with this change. The total billing price suggested for invoicing in the Invoice Selection and Itemize Invoice Selection windows will be based on the proposed total billing price in this field, pending final approval by the invoicing department. Please note that the proposed total billing price overrides any price list changes made during the week in question. For instance, if a new price list is introduced during a week that spans across two months, the unit billing price proposed by the project manager will still be applied for the entire week.
Billing Price Registered	This field shows the unit billing price derived from the currently applied price list. The project manager can use the value in this field for reference in case the project manager needs to undo proposed changes to the unit billing price.
Previously Transferred	This field indicates whether the expense sheet line has already been approved and transferred, and subsequently reopened, changed, and resubmitted for approval. If this field is marked, the project manager is not allowed to propose changes in the fields “Proposed Quantity,” “Proposed Billing Price, Unit,” and “Proposed Billing Price, Total.” In such cases, any additional changes to the unit billing price, the total billing price, or the invoiceable quantity must be made in the Invoice Selection or Itemize Invoice Selection window.
Quantity	This field displays the number registered in the field “Quantity” on the current expense sheet line.
Quantity 2	The functionality of this field is similar to that of the field “Quantity” above.
Unit Price, Currency	This field displays the price of one unit of the expense registered on the line. The price is shown in the currency in which the expense was paid, including tax.
Amount, Currency	This field displays the total price of the expense registered on the line. The price is shown in the currency in which the expense was paid, including tax.
Tax, Currency (Tax 1-3, Currency)	This field displays the tax part of the amount registered on the line, in the currency in which the expense was paid. If multiple tax codes are enabled, the “Tax, Currency” field will be replaced by the following fields: “Tax 1, Currency,” “Tax 2, Currency,” and, if enabled, “Tax 3, Currency.” For further information on multiple tax codes, please see the description in “Tax Codes.”
Currency	This field displays the currency in which the expense was paid.
Expense Type	This field shows whether the expense in this line is to be treated as a normal expense or a mileage expense.
Mileage From	This field displays from which point the mileage expenses should be calculated.
Mileage To	This field displays to which point the mileage expenses should be calculated.
Mileage Via	This field displays a point or location on the route between the Mileage From and Mileage To points.
Mileage, Vehicle	This field displays whether the vehicle used is a company car or a private car.
Description	This field shows the entry text entered by the employee on the expense sheet line in question. The text specified in this field is applied to the job entry at posting.
Activity Name	This field shows the name of the activity registered on the line, shown in the field “Act. No.”
Task Description	The functionality of this field is similar to that of the field “Activity Name.”
Task Path	This field shows any task path of the task. (See the description of hierarchical tables in the section “Task Path” in the chapter “Getting Started with the Java™ Client.”)
Reference	This field shows any reference entered on the line by the employee when registering the current line.
Start Date	The functionality of this field is similar to that of the field “Reference.”
Started	The functionality of this field is similar to that of the field “Reference.”
Closing Date	The functionality of this field is similar to that of the field “Reference.”
Finished	The functionality of this field is similar to that of the field “Reference.”
Invoiceable	This field shows whether or not the line is invoiceable.
Expense Justification Help Text	The information in this field is available on the expense sheet line and informs the user about the type of information required to complete the Expense Justification field. If this field is not empty, the user will have to complete the Expense Justification before submitting the expense sheet.
Expense Justification	In this field, you can enter a justification for the expense.
Remarks 1-3	The functionality of these fields is similar to that of the field “Reference.”
Location	The functionality of this field is similar to that of the field “Act. No.”
Entity	The functionality of this field is similar to that of the field “Act. No.”
Project	The functionality of this field is similar to that of the field “Act. No.”
Purpose	The functionality of this field is similar to that of the field “Act. No.”
Spec. 1-3	The functionality of these fields is similar to that of the field “Act. No.”
Local Spec. 1-3	The functionality of these fields is similar to that of the field “Act. No.”