Transaction Expense inquiry

Use this inquiry to see information about each expense transaction, such as transaction status, date, project ID and description, activity, vendor, and cost and spent amounts.

If needed, you can add predefined columns and view supplemental information such as cost rate, vendor invoice number, and expense payee.

Using the inquiry

From the > Reports menu, click Standard Inquiries > Transaction > Transaction - Expense.

Audience

Accounting staff

Standard columns

Column	Links to this inquiry	Description
Status		The status of the transaction Examples: Billable, Nonbillable, Hold
Transaction Type		The type of transaction Examples: Worksheet, Entry, Expense Report Advance
Date		The date of the transaction
Project ID & Description	Project	The ID and description of the project associated with the transaction
Phase ID & Description	Phase	The ID and description of the phase associated with the transaction
Activity	Activity	The type of work or expense associated with the transaction You use an activity for establishing billing rates, invoicing, and reporting. Examples: Billable Time, Administration, Project Management
Vendor	Vendor	The vendor associated with the transaction
Cost Amount		The amount paid to employees for work performed or for out-of-pocket costs for expenses and consultants for the transaction
Spent Amount		The total amount of expense expended on the transaction at the billing rates/markup Ajera determines the spent amount from the billing rate table.
Billed Units/Hours		The number of units or hours billed for the transaction
Billed Amount		The amount billed for the transaction
Is Invoiced		Indicates whether the transaction has been added to a client invoice

Predefined columns

You can add predefined columns to this inquiry. Many columns are available, organized in these categories:

General info
Project
Employee
Client invoice
Timesheet
Vendor invoice
Expense report
Paycheck
Miscellaneous
Defined links

Column	Links to this inquiry	Description	Date range available
General info:
Transaction Key		The database identifier of the transaction
Original Transaction Key		The original database identifier of the transaction
Cost Rate		The rate that reflects the actual cost of the transaction without overhead or profit
Premium Markup Rate		The percentage by which special types of hourly rates, such as overtime or double time, are marked up for the transaction
Premium Cost		The cost amount The amount paid to employees for work performed, or the out-of-pocket costs to the company for expenses and consultants. of representing the increase to the employee's pay to reflect pay for hours entered as premium time (such as overtime and double time) for the transaction
Cost + Premium		The cost amount The amount paid to employees for work performed, or the out-of-pocket costs to the company for expenses and consultants. of the transaction + the premium cost The cost amount representing the increase to the employee's pay to reflect pay for hours entered as premium time (such as overtime and double time). For example, an employee’s pay rate is $20 per hour with a premium time markup of 50%. When 1 hour is entered as premium time, the cost for that hour is $30. Ajera tracks this cost as $20 as regular cost and $10 as premium cost. This does not include any markups.
Labor DPE Rate		The percentage to mark up labor to reflect the cost of direct personnel expense associated with the transaction
Labor Overhead Rate		The percentage to mark up labor to reflect the cost of overhead associated with the transaction
Cost Burdened		The cost amount The amount paid to employees for work performed, or the out-of-pocket costs to the company for expenses and consultants. of the transaction + the overhead amount
Cost + Premium Burdened		The cost amount The amount paid to employees for work performed, or the out-of-pocket costs to the company for expenses and consultants. of the transaction + the premium cost The cost amount representing the increase to the employee's pay to reflect pay for hours entered as premium time (such as overtime and double time). For example, an employee’s pay rate is $20 per hour with a premium time markup of 50%. When 1 hour is entered as premium time, the cost for that hour is $30. Ajera tracks this cost as $20 as regular cost and $10 as premium cost. + the overhead amount
Payroll Cost w/Exp and Cons		The payroll cost of labor for the transaction without overhead and DPE costs, plus expenses and consultants Payroll cost is the total sum of money to be paid out to employees at a given time.
Payroll Cost Burdened w/Exp and Cons		The payroll cost of labor for the transaction with overhead and DPE costs included, plus expenses and consultants Payroll cost is the total sum of money to be paid out to employees at a given time.
Payroll variance		The amount calculated when the actual amount paid to a salaried employee for the transaction is greater than or less than the standard cost calculated at the time of entry
Spent rate		The rate at which time and expense were expended on the transaction at the billing rates
Transaction Company Key		Multi-company only. The database identifier of the company associated with the transaction
Transaction Company Name		Multi-company only. The name of the company associated with the transaction
Project:
Project Key	Project	The database identifier of the project associated with the transaction
Project ID	Project	The ID of the project associated with the transaction
Project Description	Project	The description of the project associated with the transaction
Project Company Key		Multi-company only. The database identifier of the company linked to the project associated with the transaction
Project Company Name		Multi-company only. The name of the company linked to the project associated with the transaction
Phase Key	Phase	The database identifier of the phase associated with the transaction
Phase ID	Phase	The ID of the phase associated with the transaction
Phase Description	Phase	The description of the phase associated with the transaction
Phase Order		The order of the phase associated with the transaction
Phase Department Key		The database identifier of the department for the phase that is associated with the transaction
Phase Department		The name of the department for the phase that is associated with the transaction
Project Type Key		The database identifier of the type of project associated with the transaction
Project Type		The type of project associated with the transaction Examples: Commercial, Educational Facilities, Environmental Planning, Interiors, Medical Facilities, Residential
Principal in Charge Key	Employee	The database identifier of the principal associated with the transaction
Principal in Charge	Employee	The principal associated with the transaction
Project Manager Key	Employee	The database identifier of the project manager associated with the transaction
Project Manager	Employee	The project manager associated with the transaction
Billing Contact Key	Contact	The database identifier of the billing contact associated with the transaction
Billing Contact	Contact	The billing contact associated with the transaction
Billing Manager Key	Employee	The database identifier of the billing manager associated with the transaction
Billing Manager	Employee	The billing manager associated with the transaction
Activity Key	Activity	The database identifier of the activity associated with the transaction
Employee:
Employee Key	Employee	The database identifier of the employee associated with the transaction
Employee	Employee	The name of the employee associated with the transaction
Employee Type Key	Employee Type	The database identifier of the employee type associated with the transaction
Employee Type	Employee Type	The employee type associated with the transaction Examples: Architect, Project Manager, Principal, Administration
Employee Department Key	Department	The database identifier of the department of the employee associated with the transaction
Employee Department	Department	The department of the employee associated with the transaction
Employee Company Key		Multi-company only. The database identifier of the company linked to the employee associated with the transaction
Employee Company Name		Multi-company only. The name of the company linked to the employee associated with the transaction
Utilization Key		The database identifier of the utilization type associated with the transaction
Utilization Order		The order of the utilization type associated with the transaction
Utilization Description		The name of the utilization type associated with the transaction Utilization types define employee time as direct or indirect, such as direct, sick, vacation, or marketing.
Timesheet Key	Timesheet	The database identifier of the timesheet associated with the transaction
Timesheet Row	Timesheet Detail	The timesheet row associated with the transaction
Timesheet Date	Timesheet	The end date of the timesheet associated with the transaction
Timesheet Overhead Group Detail Key		The database identifier of the overhead item associated with the transaction
Timesheet Overhead Group Detail		The name of the overhead item associated with the transaction
Time Rejected By Key	Employee	The database identifier of the employee who rejected the time submitted for the transaction
Time Rejected By	Employee	The name of the employee who rejected the time submitted for the transaction
Time Rejected By Date		The date when the time submitted for the transaction was rejected
Time Start Time	Timesheet Detail	The time when the timer on the timesheet was started for the transaction
Time End Time	Timesheet Detail	The time when the timer on the timesheet was stopped for the transaction
Client invoice:
Client Key	Client	The database identifier of the client associated with the transaction
Client	Client	The client associated with the transaction
Client Type Key	Client Type	The database identifier of the client type associated with the transaction
Client Type	Client Type	The client type associated with the transaction
Invoice Group Key		The database identifier of the invoice group associated with the transaction
Invoice Group		The invoice group associated with the transaction
Client Invoice Key	Client Invoice	The database identifier of the client invoice associated with the transaction
Client Invoice Status	Client Invoice	The status of the client invoice associated with the transaction Examples: Draft, Approved, Hold, Final
Client Invoice Employee Type Key	Employee Type	The database identifier of the employee type associated with the transaction on the client invoice
Client Invoice Employee Type	Employee Type	The name of the employee type associated with the transaction on the client invoice
Client Invoice Number		The ID of the client invoice associated with the transaction
Client Invoice Date		The date of the client invoice associated with the transaction	x
Client Invoice Cutoff Date		The date on the client invoice that determines when the transaction is billed to the client	x
Billing Cost Rate		When a billing rate is determined as a multiple of cost, this is the cost rate that is multiplied to calculate the billing rate for the transaction
Billing Cost Amount		When a billing rate is determined as a multiple of cost, this is the total amount for the transaction based on that billing rate
Markup Rate 1, 2, 3, 4, 5		An increase to a cost by a specified percentage to reflect direct personnel expense, overhead, and/or profit for the transaction
Markup Accumulate 2, 3, 4, 5		Indicates if a markup is applied to the cost plus previously applied markups, not just the cost
Markup Amount 1, 2, 3, 4, 5		The amount added to a cost amount to reflect direct personnel expense, overhead, and/or profit for the transaction
Billed Rate		The rate used to bill a client for work or expenses incurred for a transaction Ajera determines the billing rate from the billing rate table.
Billed Rounding Adjustment		The amount Ajera adjusts the billed amount of the transaction on the client invoice so that the invoice total matches the total of the subtotals
Sales Tax Amount		The amount of sales tax calculated for the transaction
Written Off Hours		The total number of write-off hours associated with the transaction
Written Off Amount		The total amount of write-off associated with the transaction
Timesheet:
Time Approval Status		Shows whether the time submitted for the transaction is approved, rejected, or neither
Overhead Group		The name of the overhead group associated with the transaction
Vendor invoice:
Vendor Key	Vendor	The database identifier of the vendor associated with the transaction
Vendor Type Key	Vendor Type	The database identifier of the vendor type associated with the transaction
Vendor Type	Vendor Type	The vendor type associated with the transaction
Vendor Invoice Key	Vendor Invoice	The database identifier of the vendor invoice associated with the transaction
Vendor Invoice Number	Vendor Invoice	The ID of the vendor invoice associated with the transaction
Vendor Invoice Date		The date of the vendor invoice associated with the transaction	x
Vendor Invoice Accounting Date		The reporting date Ajera uses for the vendor invoice associated with the transaction	x
Vendor Invoice Company Key		Multi-company only. The database identifier of the company linked to the vendor invoice associated with the transaction
Vendor Invoice Company Name		Multi-company only. The name of the company linked to the vendor invoice associated with the transaction
Vendor Invoice Notes		Any notes for the vendor invoice associated with the transaction
Vendor Invoice Description		The description of the vendor invoice associated with the transaction
Vendor Invoice on Hold		Indicates whether the vendor invoice associated with the transaction is on hold
Vendor Amount to Pay		The amount to pay on the vendor payment associated with the transaction
Vendor Amount to Write Off		The amount to write off on the vendor payment associated with the transaction
Expense report:
Expense Report Key	Expense Report	The database identifier of the expense report associated with the transaction
Expense Report Row	Expense Report Detail	The row in the expense report associated with the transaction
Expense Payee		The recipient of the payment for the expense associated with the transaction
Expense Credit Card Key		The database identifier of the credit card used to charge the expense associated with the transaction
Expense Reference		The number used to group the expense associated with the transaction on the credit card bank register
Expense Personal Item		Indicates whether the expense associated with the transaction is a personal expense 1 indicates that it is; 0 indicates that it is not.
Expense Rejected By Key	Employee	The database identifier of the employee who rejected the expense associated with the transaction
Expense Rejected By	Employee	The name of the employee who rejected the expense associated with the transaction
Expense Report Company Key		Multi-company only. The database identifier of the company linked to the expense report associated with the transaction
Expense Report Company Name		Multi-company only. The name of the company linked to the expense report associated with the transaction
Paycheck:
Paycheck Key		The database identifier of the paycheck associated with the transaction
Paycheck Status		The status of the paycheck associated with the transaction Examples: Preliminary, Processed, Paid, Void
Pay Key		The database identifier of the pay associated with the transaction
Pay Description		The description of the pay associated with the transaction
Pay Date		The date the paycheck associated with the transaction was paid	x
State		Applies only when you set up Ajera to process withholding for multiple states. The state for state withholding assigned to the transaction.
Local tax		Applies only when you set up Ajera to process withholding for multiple states. The local tax assigned to the transaction for tax withholding.
Payroll Company Key		Multi-company only. The database identifier of the company linked to the paycheck associated with the transaction
Payroll Company Name		Multi-company only. The name of the company linked to the payroll associated with the transaction
Miscellaneous:
In-house Expense Key	In-House Expense Log	The database identifier of the in-house expense associated with the transaction
In-house Expense Company Key		Multi-company only. The database identifier of the company linked to the in-house expense associated with the transaction
In-house Expense Company Name		Multi-company only. The name of the company linked to the in-house expense associated with the transaction
Beginning Balance Type		The type of beginning balance associated with the transaction Examples: Open Vendor Invoice, Unpaid Client Invoice, Unbilled WIP
Is Deleted		Indicates whether the transaction is deleted
Is Current		Indicates whether the transaction is current
Is WIP		Indicates whether the transaction is work-in-progress
Is Cost		Indicates whether the transaction is a cost
Is Write-off		Indicates whether the transaction is a write-off
Is Fee		Indicates whether the transaction is a fee
Is Time Rejected		Indicates whether the transaction is rejected time
Is Non 1099		Indicates whether the transaction is a non 1099 transaction
Manager Notes		Any notes from the manager about the transaction Applies to timesheet and expense report transactions
Notes		Any notes about the transaction
Defined links:
Link - Timesheet	Timesheet	A link to the Timesheet inquiry
Link - Expense report	Expense Report	A link to the Expense Report inquiry
Link - Client invoice	Client Invoice	A link to the Client Invoice inquiry
Link - Vendor invoice	Vendor Invoice	A link to the Vendor Invoice inquiry
Link - GL Entry - Accrual	GL Entry	A link to the GL Entry inquiry
Link - GL Entry - Cash	GL Entry	A link to the GL Entry inquiry with a condition limiting the information to cash entries