Find Cost

Here you will learn how to find cost cards in Projector. A cost card typically represents an outlay on a single receipt. Once cost cards are found, there is a wealth of additional options for you. You can group cards together for batch administration, configure your view to show relevant detail columns, save searches for later, share searches, and even edit cards.

Additional Resources

Projector Fundamentals: Time and Cost Management webinar (go to 37:04) walks you through the process of finding cost cards, approving it, and making adjustments to cost cards.

Permissions and Settings

Any user can find their own cost cards in Projector. The following permissions give Administrators and Project Managers expanded access.

A user with the cost center permission to View Resource/Disbursed Expense Reports
A user with the cost center permission to View Resource/Disbursed Other Expense Documents
A user with the cost center permission to View Project Expenses
A user with the cost center permission Management Approval of Invoices to view cost cards already on an invoice
A user with the cost center permission Create and Approve Invoices to view cost cards already on an invoice
Be a cost approver in some way. For example, you are a PM on a project set to PM approval.
When viewing a resource's profile, you are set as the Direct Manager for cost
Limited Access users can only use a subset of search criteria and result columns in order to prevent them from accessing data outside their purview
Client users can also approve costs. Useful when client must okay all work before it can be invoiced. See Configure Clients to Approve Expenses.

Cost card results are limited by the user's permissions.

To share searches with others and to modify shared searches, you must have the global permission Maintain Public Reports and Saved Searches.

Saved Searches

One awesome thing about save searches which may not be immediately obvious is that more than just your criteria is saved. Your result columns, column order, and column widths are also saved. Customize your searches to meet your individual business needs. If you want, you can also publish those saved searches to the rest of your organization. Turning your productivity boosting searches into organization wide productivity boosters.

Saved searches are accessible from the dropdown in the upper left.

Once you choose a saved search from the list, the criteria is immediately loaded. You'll then need to click Search to execute the query.

Save New Search

Follow these steps:

Click New Search or load one of your existing saved searches
Set your search criteria
Run your search
Adjust the displayed columns and column order
Adjust your column widths
Click Save if this started as a new search. Click Update | Save As if it is based on an existing search.

Modify Saved Search

Follow these steps:

Load an existing saved search
Set your search criteria
Run your search
Adjust columns and column order
Adjust column widths
Click Save Changes

Remove Saved Search

Follow these steps:

Load an existing saved search
Click Update | Delete

Favorites

Favorites not only appear under your saved search dropdown list, but also underneath the Favorites menu in your navigation bar. Favorites are denoted by a yellow star icon,

.

To mark a favorite, load a favorited search. Then pick Update | Make Favorite.

To remove a favorite, load a favorited search. Then pick Update | Remove from favorites.

Share Search

When you save a search or update an existing search, you have the ability to share it. The following share options are available:

Do not share
Privately share - to individuals
Publicly share - to individual users or to groups of people in your organization based on your installation's user types and cost centers

Search Builder

The flex search builder is designed to quickly design a search that finds exactly what you need.

Search Criteria

The following fields are searchable. Results are shown as of the current state of the system. For example, if a resource changes location, cost card's are returned based on their location as of today, not the date of the card. User Defined Fields (UDFs) are automatically populated in for clients, engagements, projects, roles, resources, and cost cards.

Criteria Group	Criteria	Description

Criteria Group	Criteria	Description
Client	Client	Search by client name or number
Client	Client UDFs	UDFs are dynamically added to the list and prepended with "Primary"
Contract Line Item	Contract Line Item
Contract Line Item	Cost Contract Terms	Limit results based on the engagement's cost contract terms (Fixed Price, Non-Chargeable, Not to Exceed, or Time and Materials).
Engagement	Engagement
Engagement	Engagement Code
Engagement	Engagement Cost Center	Limit results based on the engagement's cost center. Engagement cost center is set on the Engagement Info Tab.
Engagement	Engagement Company
Engagement	Engagement Currency
Engagement	Engagement Manager
Engagement	Engagement Stage	Limit results based on the engagement stage. Engagement stages are set on the Engagement Info Tab.
Engagement	Engagement Type	Limit results based on the engagement type. Engagement types are set on the Engagement Info Tab.
Engagement	Engagement Type Billable (Yes/No)
Engagement	Engagement Type Productive (Yes/No)
Engagement	Engagement UDFs
Financial	Base Amount (Incurred Currency)
Financial	Base Amount (Disbursed Currency)
Financial	Base Amount (Engagement Currency)
Financial	Base Amount (USD)
Financial	VAT Amount (Incurred Currency)
Financial	VAT Amount (Disbursed Currency)
Financial	VAT Amount (USD)
Financial	Total Amount (Incurred Currency)
Financial	Total Amount (Disbursed Currency)
Financial	Total Amount (USD)
Financial	Paid Amount (Disbursed Currency)
Financial	Paid Amount (USD)
Financial	Unpaid Amount (Disbursed Currency)
Financial	Unpaid Amount (USD)
Financial	Write-Up Amount (Engagement Currency)
Financial	Write-Up Amount (USD)
Financial	Revenue Amount (Engagement Currency)
Financial	Revenue Amount (USD)
Financial	Expense Amount (Engagement Currency)
Financial	Expense Amount (USD)
Financial	Invoiced Amount (Engagement Currency)
Financial	Invoiced Amount (USD)
Financial	VAT %
Financial	Markup %
Financial	F/X Rate Variance Warning (Yes/No)
Financial	Unit Cost Variance Warning (Yes/No)
Financial	Mileage Rate Variance Warning (Yes/No)
Financial	Revalue Needed (Yes/No)
Project	Project
Project	Project Code
Project	Project Location	Limit results based on the project's location. Project location is set on the Project Info Tab.
Project	Project Manager
Project	Project Stage	Limit results based on the project stage. Project stages are set on the Project Info Tab.
Project	Project Management Team Includes Me
Project	Project Revenue and Hours Mapping
Project	Project UDFs
Resource	Resource
Resource	Resource Cost Center	Limit results based on resource cost center. As resources may move between cost centers, this filter applies their cost center as of today.
Resource	Resource Company
Resource	Resource Location	Limit results based on resource location. As resources may move between locations, this filter applies their location as of today.
Resource	Resource Department	Limit results based on resource department. As resources may move between departments , this filter applies their department as of today.
Resource	Resource Title
Resource	Resource Type	Limit results based on resource type. As resources may move between types , this filter applies their type as of today.
Resource	Resource Billable (Yes/No)
Resource	Resource Temporary Worker (Yes/No)
Resource	Direct Expense Approver
Resource	Direct Manager
Resource	Indirect Manager
Resource	Resource UDF
Expense Document	Expense Document
Expense Document	Expense Document Type
Expense Document	Disbursed Currency
Cost Card	Incurred Date	You can pick from a list of pre-defined search periods, or specify your own period by clicking on the start or end dates.
Cost Card	Accounting Period
Cost Card	Cost Card Description
Cost Card	Cost Card Location
Cost Card	Expense Type
Cost Card	Expense Type Group
Cost Card	Invoice
Cost Card	Purchase Order #
Cost Card	Payment Voucher
Cost Card	Payee Vendor
Cost Card	Incurred Currency
Cost Card	Chargeable (Yes/No)
Cost Card	Credit Cost Card (Yes/No)
Cost Card	For Reporting Only (Yes/No)