Expense Entry Reports – Project Insight Help Center

Expense entry reports initially display filtered on the current month. You can easily change the date range and many other conditions in order to create a report with all or only certain expense entries. For example, you may only want to see approved, non-invoiced expense entries which are billable to get an idea as to the expense entries which have not yet been included in the revenue reporting from accounting.

Date Range Type

The initial display above includes the option to select date ranges for the report. Setting dates allows for the selection of a "Date Range Type"," the first of which is a "Dynamic Dates" selection. Dynamic Dates - Are a preset ranges of dates that are commonly used, such as current week, current month, last month, next year and that change automatically. If a report is saved with these settings or a filter is remembered with these settings, the next time report is run of the filter is applied, the date range will change automatically relative to the current date. For example, if the current month is October, selecting "Current Month" as a Dynamic Date Range will automatically set the date range to Oct 1 to Oct 31st. If the current month then becomes November, the date range will reset automatically to Nov 1 to Nov 30. The report or filter does not have to be changed as the range changes automatically.

Specific Dates - These are specific dates that are entered and you control what the range is. If a report is saved with these settings or a filter is remembered with these settings, those specific date ranges will be saved as well and when the report is re-run or the filter applied, it will always use those exact dates, they will never change.

Quick Filter Types

Quick Filter Types allow you to quickly choose preset filters to run your Expense Report on. For example: if the "Projects I'm a PM" Quick Filter type is selected the Expense Entry Report will only show Expense Entries where you are a PM on the project. Selecting "Match all filter types" will only run reports that match all quick filter criteria. For example: if you select "Projects I'm a Resource" and "My Expense Entries" you will only be shown Expense Entries that belong to you on projects that you are a resource on. Whereas if the box is unchecked it would show you all of your Expense Entries plus Expense Entries from Projects you are a Resource on, even if they don't belong to you.

Inclusion Check boxes

The eight check boxes below the Quick Filter Types will include or exclude the resulting expense entries on the report based on which boxes are checked.

Dates Filtering Options

The Dates filtering options works in the same way that the Date Range type does, however you are able to specify if you want expense entries that were created in a date range, or updated in a date range.

Users Filtering Options

Users Filtering Options are used to display expense entries based on specific resource information such as departments, resource user type, resource name, expense codes and resource's external department. All of these data fields are associated with the resource within the User Profile, with the exception of the expense codes which are assigned by the resource to each individual expense entry. Departments, User Type and External Department are all associated with resources/users as a one-to-one relationship in that each resource can belong to only one department, one user type and one external department. These data relationships are set by the User Administrator in the User Profile

Company & Rate Cards Filtering Options

Company & Rate Cards Filtering Options are used to select certain Companies and/or Rate Cards.

Advanced Company & Rate Card Filtering Options

Include company specific expense entries that are not associated with a project. Expenses may be entered without attachment to a task or a project for companies that have been set up by the Project Insight administrator to allow direct expense entries. Checking this option ensures that all expense entries are reported without a requirement of the expense having an association with a specific project and/or task.

Selected companies MUST be associated to the task directly, or the company must be associated to the project as the default company for the project. Expense entries within a project may be made to tasks set with properties to charge the expense to a company other than the default company for the project. Checking this option will make certain that expenses within the project that should not be charged to the company in the filter is NOT included.

Selected company Rate Cards MUST be associated to the task or the default Rate Card for the project. Expense entries within a project may be made to tasks set with properties to charge the expense to a rate card other than the default rate card for the project. Checking this option will make certain that expenses within the project that should not be charged to the rate card in the filter are NOT included.

Project Filtering Options

Project Filtering Options can be set to filter based on Project Type, Project Status, Project name, Project Number and/or Resource Type. Selections available will vary from report to report.

Custom Field Filtering Options

Several types of Custom Field Filtering Options will display if your Project Insight administrator has added them. Information on setting a custom task data field as a report filter is contained in the Custom Fields Add-On article. The image below is an example of how a user custom field named Skill Set would appear.

Charts are available to be used to view data. Up to four charts can be created during the process

Custom Chart allows for selection of information to create a chart. You may also select any charts that have been pre-defined.

Chart Type includes six different types of charts that can be created. These include Area, Bar, Column, Donut, Line and Pie.

Aggregate By enables a selection of data field to aggregate upon.

Chart Column enables a selection of columns for data for the chart to use.

Aggregate Type enables you to select Sum, Average, Count, Max or Min for the column of data.
Hide # enables you to hide the number for the data.
Stacked enables you to stack the data.

*Note there is an add icon at the end of the row which allows you to add multiple rows of data fields for the chart.

X-Axis and Y-Axis
Bar Chart:
Aggregate By is the y-axis and the Chart Columns is the x-axis.

Column Chart, Area Chart and Line Chart:
Aggregate By is the x-axis and the Chart Columns is the y-axis.

Tile Charts Vertically will change the output of more than one chart so that the charts display in a single, left-justified column as opposed to a horizontal display (side-by-side) across the top of the page.

Include the Table Results with the Charts will display the report with the report data supporting the chart(s) in a table format below the chart(s) display. The table results are simply a report which is identical to what you would see if you ran the report without using the Charting Display options.

Group By & Sub Totals Filter Options

The report can be grouped by column names or sorted by column names in either ascending or descending order. You can also stack several choices and group within groups or sort within sorts.

Column Selection Filtering Options

Column Selection Filtering Options will control the data fields displayed as columns for the resulting output of the report. Detailed information for setting preferences in the data field column displays is contained in the Filters article.