Expense lines list—Contracts

An expense is a cost incurred to obtain or fulfill a contract with a customer. The ASC 606 accounting rules require you to amortize contract acquisition expenses over the contract term.

The Expense Lines list is the central place to go to work with contract expenses. From this list, you can add new expenses, edit or view existing expenses, and import expenses.

View expense lines

• Go to Contracts > All > Expense lines.

  When you access the list from the top level, you initially only see records created at the top level. To see records created within entities, select Filters and then select Include entity records. Select Apply to update the filter.

Edit an expense line

You cannot edit an expense if expense recognition has been posted from the expense schedule. In this scenario, clear the posted expense amounts first and then edit the expense.

1. Go to Contracts > All > Expense lines.
2. Find the expense line that you want to edit.
3. Select Edit at the end of the row.
4. Make your changes.
5. Select Save.

Delete an expense line

You cannot delete an expense if expense recognition has been posted from the expense schedule. In this scenario, clear the posted expense amounts first and then delete the expense.

1. Go to Contracts > All > Expense lines.
2. Find the expense line that you want to delete.
3. Select More actions > Delete at the end of the row.
4. Select Delete to confirm.

Import expense lines

You can import expense information by uploading a CSV file. Expenses can be associated with the contract header (the contract) or with contract lines. Import the contract and contract lines in separate import processes before you import the contract expenses.

Learn how to import expenses.

Export expense lines

When you export a list, Intacct exports all columns in the selected list view. To control what information is exported, you can create a custom view of the Expense Lines list that only includes the data you want to see. Then, export the custom list view.

You can export up to 25,000 lines in one export process.

1. Go to Contracts > All > Expense lines.
2. Optionally, create a custom view of the Expense Lines list that only includes the data you want to see and switch to the custom view.
3. Select Export and then select an export option:
   • CSV
   • Excel
   • Word
   • PDF

   Intacct exports the file to your browser's Downloads folder.

Field descriptions

The following table describes the columns in the default Expense Lines list view.

Expense lines list field descriptions

Field	Description
Contract ID	The record number for the contract. This field uses the numbering sequence defined in the Configure Contracts page.
Contract name	The user-defined name for the contract.
Customer	The customer associated with the contract.
Type	Options are: Contract: The expense is associated with the contract. Contract line: The expense is associated with a specific contract line. What's the difference between a contract expense and a contract line expense? Typically, a contract-level expense is a cost associated with obtaining the contract, such as sales commissions. A contract line-level expense is a cost associated with the contract line item, such as license royalties. You can report on both types of expenses at the contract level. When determining whether to add an expense at the contract or contract line level, consider that contract line expenses are canceled if you cancel a contract line. Contract expenses are canceled if you cancel the contract. If an expense shouldn't be canceled in the event a contract line is canceled, enter the expense at the contract level. For evergreen contracts, the expense type will always be Contract.
Contract line no.	The contract line number associated with the expense line. This column is blank if Type is set to Contract.
Expense line no.	The expense line number.
GL posting date	The date the expense posted to the Deferred Expense and Expense Accrual accounts. These accounts are defined in the Expense posting section of the Posting configuration tab in the Configure Contracts page.
Amount	The total amount that will be recognized for the expense over the contract or contract line term. The amount is expressed in the transaction currency.
State	Displays one of the following: Draft: The expense was saved as a preliminary version. A draft expense has no effect on the GL. In progress: The expense was posted and is considered in effect. An expense remains "In progress" unless it is canceled. Canceled: The expense was canceled.