Manage In-house Expenses window

New tab

Existing tab


New tab

Field Description

General expense log information:

Log date

The date you entered the expenses for this log

Company

Multi-company only. The company responsible for the expense log

Description

Required. A description of the expense log

Click to add, change, or open attachments.

Linked files must be in a shared location for other people to open them (for example, on a shared network or a website).

Amount

The total amount of expenses in the log

Notes

Any notes about the expense log

Transaction details (in the table):

Date

The date of the expense. It is the accounting date for the transaction.

Project

The project you want to charge the expense to

Multi-company only. If you select a project that does not belong to the in-house expense log company and the activity has an in-house credit account:

  • Ajera uses the Intercompany Other Income account to create cash-basis entries to offset the redistributed overhead cost.
  • Ajera reverses the overhead cost from the in-house expense log company and redistributes it to the project company.

Phase

The phase you want to charge the expense to

Activity

The activity you want to charge the expense to

Units

Any units associated with the expense, such as square feet, lab tests, and so on

Cost rate

If units are involved, the rate per unit

Cost amount

The amount of the expense

Company

Multi-company only. The company linked to the expense

Optional columns:

Unit description

View only - A description for the units

Billing units

If you want to bill a different number of units from the cost units, enter it here. For example, if you have 100 cost units but only want to bill 50 units, you would enter 50 billing units.

Billing rate

The rate specified on the rate table, if applicable; otherwise, it contains the billing rate specified in activity setup.

Billing amount

The amount to be billed

If you are not using units and rates, enter the billing amount. Otherwise, Ajera calculates the billing amount for you; however, you can override it by entering a new billing amount, and Ajera then warns you that the units multiplied by the rate does not equal the amount.

Debit account

View only - The debit account from the activity associated with the expense

Debit department

unavailable in ajeraCore unless you have the Departments add-on

View only - The department from the activity associated with the debit

Credit account

View only - The credit account from the activity associated with the expense

Credit department

unavailable in ajeraCore unless you have the Departments add-on

View only - The department from the activity associated with the credit

Notes

Any notes about the expense


Existing tab

The Existing tab has two levels of detail:

  • Expense log: general expense log information
  • Transaction: specific transaction details and general expense log information

Expense log level

The following expense log information appear after you click the Existing tab.

Field Description

Log date

The date you entered the expenses for this log

Description

A description of the expense log

Log amount

The total amount of expenses in the log

Optional columns:

Company

Multi-company only. The column displays the company associated with the expense log.

Billed

Indicates whether you have billed any expenses in the log

Attachments

Indicates whether there are any attachments, which are made by linking to related files

The column displays if there are no attachments, and if there are attachments.

Notes

Any notes about the expense log

Transaction level

The following details appear after you double-click an expense log on the Existing tab.

Field Description

General expense log information:

Log date

The date you entered the expenses for this log

Description

A description of the expense log

Click to add, change, or open attachments.

Linked files must be in a shared location for other people to open them (for example, on a shared network or a website).

Amount

The total amount of expenses in the log

Company

Multi-company only.

View only - The company associated with the expense log

Notes

Any notes about the expense log

Transaction details (in the table):

Date

The date of the expense. It is the accounting date for the transaction.

Project

The project you want to charge the expense to

Multi-company only. If you select a project that does not belong to the company responsible for the in-house expense log and the activity has an in-house credit account:

  • Ajera uses the Intercompany Other Income account to create cash-basis entries to offset the redistributed overhead cost.
  • Ajera reverses the overhead cost from the in-house expense log company and redistributes it to the project company.

Phase

The phase you want to charge the expense to

Activity

The activity you want to charge the expense to

Units

Any units associated with the expense, such as square feet, lab tests, and so on

Cost rate

If units are involved, the rate per unit

Cost amount

The amount of the expense

Company

Multi-company only.

View only - The company associated with the expense

Optional columns:

Unit description

View only - A description for the units.

Billed

View only - Indicates whether you have billed the expense

Billing units

If you want to bill a different number of units from the cost units, enter it here. For example, if you have 100 cost units but only want to bill 50 units, you would enter 50 billing units.

Billing rate

The rate specified on the rate table, if applicable; otherwise, it contains the billing rate specified in activity setup.

Billing amount

The amount to be billed

If you are not using units and rates, enter the billing amount. Otherwise, Ajera calculates the billing amount for you; however, you can override it by entering a new billing amount, and Ajera then warns you that the units multiplied by the rate does not equal the amount.

Debit account

View only - The debit account from the activity associated with the expense

Debit department

unavailable in ajeraCore unless you have the Departments add-on

View only - The department from the activity associated with the debit

Credit account

View only - The credit account from the activity associated with the expense

Credit department

unavailable in ajeraCore unless you have the Departments add-on

View only - The department from the activity associated with the credit

Notes

Any notes about the expense