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Overview
Once Expense Codes are created, they can then be added to Expense Groups. An Expense Code can belong to many groups. In turn groups are applied to projects. Groups also have effect dates (Periods) allowing for the revision of markups/rates on perhaps an annual basis. Basically.To apply an Expense Code Group to a project, an Expense Code Group drop-down is available at Project Administration>Projects>Expense & GL Tab.
Field Descriptions
Periods
| • | Start Date - This is the start date of the selected Expense Group. |
| • | End Date - This is the end date of the selected Expense Group. If it is blank, there is no end date for the Expense Group. This date fills in when a new period is added to the Expense Group. |
Expense Codes
| • | Expense Code - This is the expense code. It must already exist to be applied to a group. |
Note - Selecting a code will fill out the rest of the grid. You can, however, override these values here.
| • | Currency - Enabled with Multi-Currency Setup. Represents the transactional currency in which the expense code is utilized. For example, if entering a Purchase Journal using an AP Account (USD) only Expense Codes of similar currency would be available to the transaction. For complete instructions on setting up a Multi-Currency environment, go here: More on Multi-Currency |
| • | Exp. Code Type - Allowable PM types for the expense code are chosen here. They include Other Direct Charges, Out-of-Contract Consultants, In-Contract Consultants, Consultants (either OCC or ICC) and Any. |
| • | Expense Markup Type - There are three types of Expense Markup Types: (a) Markup, (b) Add-on,and (c) Flat Amount. Below shows how each Markup type is calculated. |
| o | Markup - Unit Rate X Qty X Markup (Amount entered in Markup Column) |
| o | Add-on - [Unit Rate + Markup (Amount entered in Markup Column)] X Qty |
| o | Flat Amount - Qty X Markup (Amount entered in Markup Column)) |
| • | Markup - This changes depending on the Expense Markup Type selected. Note: The amount entered in the Markup Column can be the Markup, Add-on, or the Flat Amount depending on what Markup Type you select. |
| o | Markup - Multiplier used to mark up the Unit Rate. |
| o | Add-on - Amount you would like to add on to the unit rate. |
| o | Flat Amount - Flat amount that you would like to charge per unit. |
| • | Unit Rate - Unit cost rate. The amount you pay, per unit, for the expense. This can be overridden in the Expense Journal. Typically used for things like Gas, Printing, etc., when you have a set unit rate amount. |
Note - This will default in all Expense Sheets and Expense Journals.
| • | Bill Status - Bill status that defaults into a transaction when this Expense Code is used. |
| • | Direct Cost - This is the default G/L base account for direct expense. |
| • | Overhead - This is the default G/L base account for indirect expense. |
| • | Direct Bill Revenue - This is the default G/L base account for expense billed revenue direct portion. |
| • | Markup Billed Revenue - This is the default G/L base account for expense billed revenue markup portion |
| • | Unbilled Revenue - This is the default G/L base account for expense unbilled revenue. |
| • | Comment Template - This is where you assign a comment template to the expense code. The template will display when the user clicks on the PM Comments box in the Expense Sheet. More on Comment Templates |
| • | Comment Required - When checked, the expense code is requires that a PM Comment be added when this expense is added to an expense sheet. |
| • | Internal Comment Template - This is where you assign a comment template to the expense code. The template will display when the user clicks on the Notes (Internal) box in the Expense Sheet. This comment is for internal purposes only. More on Comment Templates |
| • | Internal Comment Required - When checked, the expense code is requires that a Note be added when this expense is added to an expense sheet. |
| • | Non-Reimbursable - When checked, the expense codes is flagged as non-reimbursable for expense sheets. |
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