Use the Expense Journal page to create and edit expense journal batches that are specific to expense entry and only include fields needed to enter expenses. You can also import expense entries into the Expense Journals from an Excel file. You also have the option to post manual entries to the GL using Expense Journals.
Create a new Expense journal batch manually
Navigate to the Role Center > Journals > Expense Journal.
Select a Time/Exp Journal Template from the ribbon, then complete the fields to create a time entry journal batch.
Posting Date: Specifies the posting date you want to assign to each journal line.
Project No.: Specifies the number of the project used for the time entry.
Project Task No.: Specifies the number of the related project task used for the time entry.
When formatting the Project Task No. field in Excel (in preparation for importing), you cannot use a leading zero or a trailing zero if the task number is formatted to two decimal places. For example, if your task number is 100.10, and you try to run the import, the file will fail to import and you will receive an error message "The field Job Task No. of table Job Journal contains a value (100.1) that cannot be found in the related table (Job Task). To resolve this, be sure to format the field as Text in Excel by placing an apostrophe at the beginning of the number (i.e., '100.80) so the leading or trailing zero is not deleted by Excel and the file can import successfully.
Expense Date: Specifies the date on which the expense transaction occurred.
Document Number: Enter a document number for the journal line.
Expense Document Number: Enter an expense document number for the journal line. An example could be the vendor's invoice number.
Expense Resource No.: Specifies the expense resource number that is related to the expense vendor.
Expense Type: Specifies how the number field is chosen and how costing, pricing, and posting fields are determined. Example: Expense or Item.
Expense Payment Type: Specifies the type of expense payment. For more information see: Expense Payment Types
No.: Specifies the value related to the expense type for the expense journal line. Example: Hotel, Meals, Mileage).
Description: Specifies the name of the resource to which this entry applies. You can change the description.
Purpose: Specifies the purpose of the expense and why it is being charged.
Work Type Code: Specifies the work type modifier for project work types with lookup available. This can be used to modify pricing in the price list.
Cost Type: Specifies the cost type to be used with this expense. Example: Overhead, Revenue, Labor. For more information see: Setting up Cost Types
Currency Code: Specifies the project's currency code that listed in the currency code field in the project card. You can only create a project Journal using this currency code.
Credit Card Code: Specifies the type of credit card used for the expense. For more information see: Credit Card Setup
Quantity: Specifies the number of units of the project journal's No. field, which is the value related to the expense type that applies. If you later change the value in the no. field, the quantity does not change on the journal line.
Unit of Measure Code: Specifies how each unit of the item or resource is measured, such as in pieces or hours. By default, the value in the base unit of measure field on the item or resource card is inserted.
Unit Cost: Specifies the cost of one unit of the item or resource on the line.
Unit Cost Incl. VAT: Specifies the cost of one unit including VAT in local currency of the item or resource on the line.
Total Cost: Specifies the total cost for the journal line. The total cost is calculated based on the project currency, which comes from the currency code field on the project card.
Total Cost Incl. VAT: Specifies the total cost including VAT in local currency for the journal line. The total cost is calculated based on the project currency, which comes from the currency code field on the project card.
Credit Card Adj. LCY: Specifies the amount related to credit card adjustments in local currency.
Exp. Amt LCY: Specifies the expected amount in local currency.
Unit Price: Specifies the price of one unit of the item or resource. You can enter a price manually or have it entered according to the price/profit calculation field on the related card.
Total Price: Specifies the total price in the project currency on the journal line.
Chargeable: Specifies if the expense journal line is chargeable.
Line Discount %: Specifies the line discount percentage.
Line Discount Amount: Specifies the discount amount that is granted for the expense.
Line Amount: Specifies the amount that will be posted to the project ledger.
Expense Vendor No.: Specifies the vendor related to the expense journal line.
Dimension 1: Specifies the code for shortcut dimension 1, which is one of two global dimension codes that you set up in the general ledger setup window.
Dimension 2: Specifies the code for shortcut dimension 2, which is one of two global dimension codes that you set up in the general ledger setup window.
Profit %: Specifies the profit percentage for the expense journal line.
G/L Account No.: Specifies the general ledger account to which this entry will be posted.
Bal. Account No.: Specifies the offsetting general ledger account to which this entry will be posted.
Project Manager Code: Specifies the project manager assigned to the project or project task.
Post Project Entry Only: Specifies if the line should be posted to the project entry only.
Approved By: Specifies the user who approved the expense journal line.
Approved Date: Specifies the date the expense journal line was approved.
Attachments: Import attachments in PDF, JPEG, and other formats. To add an attachment to the line:
- select the No text.
- The Edit Attached Documents page opens.
- Select the Select File link.
- In the Attach a Document page, select Choose to navigate to the file you wish to attach to the line.
- Select Close to finish attaching the document to the line. The No in the line will change to Yes to indicate there is an attachment on that line.
Location Code and Bin Code fields are available to be added to enter an item with a location/bin no. in the Expense Journal. Use personalization to make these fields visible if you wish to use these fields. Location Code specifies the code for the inventory location where the item on the journal line will be registered. Bin Code specifies the bin where the items are picked or put away.
Create a new expense journal batch by importing values
Expense Integration - Setup to Import Expenses (i.e., Concur Import)
Concur imported entries may have unique Document Numbers. To post the entries to the General Ledger, it is necessary that the Batch being used is not assigned a No. Series. If the user does not need or want a unique number for each imported record, then it is not necessary to remove the No. Series.
Setup a Project Journal Batch by navigating to the Role Center > Setup > Journal Batches Setup > Project Journal Batches.
Select the Journal Template to use for the import batch.
Add a new batch for the Imports or select the batch previously created.
A separate batch for the import entries is suggested. The system will default the No. Series on a new batch.
Remove the No. Series for the Import batch.
- Click Edit List, highlight the No. Series, click Delete and tab to Posting No. Series and click Delete.
The System does not change the Document No. when posting imported entries to the General Ledger.
After deleting the No. Series and Posting No. Series, the screen will look like the following:
If you need assistance with integrating to Concur, or a template to use to import Concur expenses into Advanced Projects, contact Plumbline Support for assistance at ProgressusSupport@PlumblineConsulting.com.
Sample data for Concur import
Project Expense Journal entries of Sample Data
Importing a Data File
Prepare an Excel file with one line for each transaction to import into the Expense Journal, using the appropriate values based on field descriptions: Create a new Expense journal batch manually
For more information about importing data from Excel, see: Import Business Data from Other Finance Systems.
Navigate to Journals > Expense Journal
Navigate to Process > Import Expenses
In the Import Expense Journal page that opens, complete the following:
Project Task No.: Specify the value of the Project Task No. field. This value will be applied to any lines with a blank Project Task No. in the import file.
Expense Journal Template: Select the expense journal template to use for the lines to be imported.
Expense Journal Batch: Specifies the value of the expense journal batch field for the lines to be imported.
Type: Specifies the type of import. Options are Expense or Item.
Chargeable: Specifies the value of the Chargeable field. This value will be applied to any lines with a blank Chargeable value.
Select File: Click on the ellipsis and select Choose to navigate to the file to be imported.
Select OK to begin import.
You will receive a message upon successful completion of import "Import Completed". Select OK.
You can review the imported file and when ready, select Post/Print > Post to post the batch, or Post/Print > Test Report to preview and print a report of the batch.
Sample spreadsheet data for Expense and Item imports
Expense sample import file
Item sample import file
Expense Journal sample import file
For more information see: