Cost Card Details Editor

The cost card details editor is where you go to view and edit the details of a cost card. The screen is broken up into three sections. The topmost section shows information from the expense document this card sits on. The middle section is where you can view and edit the cost card details. The bottom section shows you all the history for this cost card.

This form can be reached by clicking on the View button for any cost card in the Expense Document Editor.

Permissions and Settings

You can only edit expense details if the cost card is in draft status. Otherwise all the fields are view only.

VAT fields are editable when the expense document allows it. See VAT for Expenses to learn about what settings need to be in place.

Expense Document Section

This top section contains a number of fields that describe the expense document this cost card is on. I'm not going to get into all the details of these settings because they are already covered in the Expense Document Editor help page. See the Document Details section.

Cost Card Section

The middle section contains details about this specific cost card. If the cost card is in draft status then these fields are editable.

Field	Description
Incurred Date	The date that this expense item was incurred.
Project	Open the drop-down menu and choose the project for which the expense will be reported. The last ten projects you have submitted expense reports to will appear automatically in this list. If the project is not in the list of choices, press the <lookup> option to open the Select Project form, allowing you to choose a project against which to report these expenses. When a project code is selected the Project Name will be automatically populated.
Payee/Vendor	Only available when editing cost cards on an expense report. Leave as blank if expense was paid out-of-pocket by the resource. If paid with a company credit card, choose that credit card provider from the dropdown list. The dropdown list is populed based on your Vendor Editor settings.
Expense Type	Choices are based on the Expense Types defined in your installation.
Incurred Amount less VAT	The amount of the expense not including VAT
VAT Amount	Amount paid in VAT
Incurred Amount with VAT	Simply the total of Incurred Amount and VAT
Disbursed Amount with VAT	The amount that will be reimbursed to the payee. This may be in a different currency than the incurred currency.
Client Amount	The amount the client will be charged.
Location	Location of the expense. Locations are defined in the Location and Holiday Editor.
Description	Describe what this expense was for.
UDFs	Up to two cost card User Defined Fields (UDFs) can be defined in your installation. See User Defined Fields Editor.

History

In the bottom section of the form is the cost card history. Each row contains historical information from each time a change has been made.

Column	Description
Entered On	Date change was made
Adjustment	What type of change was made Added Approved Approved to Invoice Approved to Pay Included on Payment Voucher Submitted
Entered By	Who made the change
Value After Adjustment	The client and disbursed amount after the change
Notes	Any notes that were added due to the change, these may be Projector-generated and include Invoice numbers or Accounting integration confirmation numbers