You use the fields and buttons on the Create Expense Line page to add expense item lines to an expense sheet.
Above the Search Filter Fields
When you click
and then import draft expense lines, the expense line page provides the following fields and buttons.
The grid columns that the following tables describe are the default columns. You can select the columns that you want to see on the grid using the Column Selector Profiles pop-up.
| Field | Description |
|---|
|
Click to return to the expense sheets grid on the My Expenses (Expense Sheet) page to view the expense sheet that you created.
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| Expense Sheet #
|
This column displays the expense sheet number that TrafficLIVE generates after you create an expense sheet.
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| Name
|
Enter your name.
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| Description
|
Enter a description of the expense sheet.
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| Submitted on
|
For submitted expense sheets, this field displays the date when it was submitted.
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| Approved on
|
For approved expense sheets, this field displays the date when it was approved.
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| Denied on
|
For non-approved expense sheets, this field displays the date when it was denied.
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| Paid on
|
For paid expense sheets, this field displays the date when it was paid.
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| Approved by
|
For approved expense sheets, this field displays who approved it.
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| Submitted by
|
For submitted expense sheets, this field displays who submitted it.
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| Approver
|
For expense sheets that are not yet approved, this field displays the person who should review and approve or deny it.
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| System Status
|
This field displays the status of the expense sheet: DRAFT, SUBMITTED, DENIED, APPROVED, or PAID.
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| User Status
|
This field displays the user-defined status of the expense sheet. the TrafficLIVE admin defines these statuses.
|
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Click to enter comments in the Submitter Comments dialog.
|
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Click to view comments that the approver submitted.
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| Apply Status to Line Items
|
Select this check box to apply the expense sheet's status to all of its expense line items.
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| Exported
|
Select this check box to indicate that the expense sheet has been exported.
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Above the Expense Line Results Grid
| Field | Description |
|---|
|
|
Click to access a dialog where you can begin the process of adding a row for an expense line item.
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Expense Line Grid Fields
When you enter this page, this grid is blank. After you provide values for the new expense sheet or use the filter fields to locate an expense sheet that you want to edit, you must click
Add Expense Line. After you import draft expense line items, you can edit draft column values and enter values in blank columns to describe the expense item.
| Field | Description |
|---|
|
Click to access the Column Selector Profiles dialog, where you can select to display or not display columns and then save your selections as a Column Selector profile.
|
| Expense Type
|
This column displays the expense type.
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| Date Incurred
|
This column displays the date when the expense was incurred.
|
| Job
|
This column displays the name of the job to which the expense is related.
|
| Job Expense Description
|
This column displays the description that was provided at the point of estimating, such as
Flights.
|
| Claimant's Description
|
Enter a more detailed description for the expense, such as
July 28 Flight to New York.
|
| Qty
|
Enter the number of items that the expense line covers. TrafficLIVE multiplies the value of the
Unit Cost column by this number to derive the value of the
Total Cost column.
|
| Currency
|
Select the currency used to incur the expense item from the drop-down that appears when you double-click on this column.
|
| Unit Cost
|
Enter the unit cost of the expense item.
|
| Total Cost
|
This column displays the cost that TrafficLIVE derives by multiplying the value of the
Unit Cost column by the value of the
Qty column.
|
| Tax Type
|
Enter a tax type as defined by system options that the TrafficLIVE administrator implements, such as
Tax 5% or
Tax 20%.
|
| Exchange Rate
|
This column displays the exchange rate that is current on the Internet at the time that the expense item line is created. However you can edit this value if needed.
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| Total Incurred
|
TrafficLIVE determines this value and displays it in this column.
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| Expense Notes
|
Click
 to enter comments. The
 icon indicates that expense notes exist. Click the icon to view the notes.
|
| Approver Comments
|
For approved expenses, click
to view approver comments.
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| Submitter Comments
|
Click
to enter comments. The
indicates that comments exist. Click the icon to view them.
|
| Total Approved for Repayment
|
For approved expenses, this column displays the total amount that is approved for repayment.
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| Total Paid
|
For paid expenses, this column displays the total that was paid.
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| Expense Status
|
This column displays the expense status: DRAFT, SUBMITTED, DENIED, APPROVED, or PAID.
|
|
Click this button near the end of the expense line item row to duplicate this row.
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Click this button at the end of the expense line item row to delete this row.
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Below the Expense Line Results Grid
| Field | Description |
|---|
|
Click to create an expense sheet.
|
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Choose
Delete Expense Sheet from the pull-up to delete the expense sheet to which the displayed expense line items are related. You must delete all of the line items on an expense sheet before you can delete that expense sheet.
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