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Expenses Dialog Box

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The Expenses dialog box displays by clicking Activity Details Down, selecting Activity Details, then selecting Expenses icon Expenses.

Expense Tasks

Working with expenses

In the Expenses dialog box, you can add, revise, and delete expense items and related details. See Activity Expense Details.

For more detailed information about working with expenses, see add, revise, or delete activity expenses.

Controlling placement of the dialog box

You have full control of the placement of the Expenses dialog box in the Activities page. By dragging and dropping the dialog box or using the controls available in the title bar of the dialog box, you move, dock, or reduce the dialog box to a tab that displays, by default, under or can be moved to the right of the Gantt chart or activity network diagram. See Customize activity views for more information.

Field Definitions

Maximize the dialog box - Maximize
Maximizes the dialog box to the full area of the Activity page.
Restore dialog box from maximized state - Restore from Maximized State
Restores the dialog box to its default size.
Float the dialog box - Float
Resizes and makes the dialog box able to be dragged and dropped within or outside the browser, referred to as Float State.
Restore from float state - Restore from Float State
Restores the dialog box from Float State and positions it within the window.
Note: Dragging and docking the dialog box creates the same results as Float and Restore from Float State controls.
Auto Hide - Auto-hide
Hides the contents of the dialog box by reducing the view to a tab. Clicking the tab restores the view of the dialog box.
Toggle Auto Hide - Toggle Auto-hide
Prepares the dialog box for the Auto-hide state. This toggle serves as an state in between the tabbed state and the restored state of the dialog box.
Exit the dialog box - Exit
Closes the dialog box.
Add Expense - Add an Expense
Adds a new expense item to the Expenses dialog box.
Delete Expense - Delete an Expense
Deletes a selected expense item from the Expenses dialog box.
Column Selector- Column Selector
Provides a list of fields you can display in the Expenses dialog box by marking the check box of each field you want to display.
Possible fields to display in the Expenses dialog box include:
Expense Item
Lists the selected activity's expenses.

Note: Expense items are financial expenditures for goods, services, materials, or components required for completion of the activity with which they are associated. Expense items add costs to the project and require on-going tracking toward cost estimation and earned value, reporting, and approval from key stakeholders.

Expense Category
Lists each expense's assigned expense categories for the selected activity.

Note: Expense categories are useful for organizing and tracking various expense types within an organization. Expense categories are created in the Admin Categories dialog box in the Project Management module.

Planned Cost
Lists the expected total cost for each of the selected activity's expenses.
Actual Cost
Lists the actual cost for each of the selected activity's expenses.
Remaining Cost
Lists the remaining cost for each of the selected activity's expenses. (Remaining Cost = Budgeted or Planned  Cost - Actual Cost)
Planned Units
Planned number of units for the selected expense.
Actual Units
Number of expense units that have been used in performing work for the activity. (Actual Cost/Price per Unit)
Remaining Units
Number of expense units available to complete the activity. (Remaining Cost/Price per Unit)
At Completion Units
Number of units used at completion of the activity.
Vendor
Lists the business or organization to which each of the selected activity's expenses are payable.
Accrual Type
Accrual type applied to the expense item.
Document Number
Number of the invoice or other document related to the expense item.
Auto Compute Actuals
Indicates if an expense's actual cost is automatically calculated according to the selected activity's completion percentage. To auto compute an expense, mark the appropriate checkbox.
Unit of Measure
Lists the unit of measure of the projected expense.
Price/Unit
Lists the price per unit of the expense.
Cost Account
List the Cost Account to which the expense item is assigned.
User Defined Fields
Customizable expense fields.
Previous Activity - Previous Activity
Scrolls up through the list of activities displayed in the Gantt chart to show related information in the Expenses dialog box.
Next Activity - Next Activity
Scrolls down through the list of activities displayed in the Gantt chart to show related information in the Expenses dialog box.