Field descriptions: Expense lines

Item

The item associated with the expense.

GL posting date

The date the expense posted to the Deferred Expense and Expense Accrual accounts.

Exchange rate date

The exchange rate date used for the expense schedule. This field is only applicable to multi-currency companies.

Exchange rate and Exchange rate type

The exchange rate associated with the Exchange rate date for the contract transaction currency (if that currency is different from the base currency). This field is only applicable to multi-currency companies.

The exchange rate is associated with the exchange rate type selected on the contract.

Amount

The total amount that will be recognized over the recognition term. The amount is expressed in the transaction currency.

Intacct automatically rounds the expense amount to 2 decimal places.

Base amount

Displays the amount expressed in your company's base currency. This field is only applicable to multi-currency companies.

State

Post memo

If the expense originated as a draft, displays any text associated with the expense posting.

Location

Department

Class

Item

Customer

Supplier

Project

Employee

Warehouse

The Location selection list only displays the location or entity selected in the contract or children of that location/entity.

Template name

Use the Expense template selection list to select the desired expense template.

Start date and End date

The expense template start and end dates default to the contract or contract line start and end dates. You can change these dates as desired. For example, if the contract start date is September 1st, but you’re adding an expense on October 15, you can change the expense template start date to October 15. Intacct will prorate the expense schedule for that line to recognize half of October's expense recognition amount.

You can extend the expense template end date beyond the contract line end date.

If you want to schedule the entire Amount to post on one date, specify the same date as the Start and End date.

Expense journal 1 status and Expense journal 2 status

Displays one of the following:

• Completed: all expense amounts for this schedule have been recognized.
• Draft: expense amounts for this schedule can't be recognized until the expense is posted. Learn how to post a draft expense.
• In progress: expense amounts for this schedule are available to be recognized.
• On hold: expense amounts for this schedule can't be recognized until the expense schedule is resumed. Learn how to resume an expense schedule.
• Terminated: the associated expense was canceled. Learn more about canceled expenses.

Deferred

The amount of the expense that has not been recognized.

Recognized

The amount of the expense that has been recognized.

Total

The total amount of the expense.

Transaction date

The posting date of the corresponding event.

Expense line no.

The expense line number of the expense associated with the corresponding event.

Event

The action on which the GL entry was made. Displays one of the following:

• On expense: the GL entry was posted when the expense line was created.
• On recognition: the GL entry was posted when the expense line was recognized
• On cancel: the GL entry was posted on the date specified as the cancellation date.

Balance type

Displays Expense.

Posting type

Displays one of the following:

• Deferred expense
• Expense accrual
• Recognized expense

Classification

Displays one of the following:

• Deferred
• Recognized

To view the GL accounts associated with the Posting type/Classification combinations, see the Posting configuration tab in the Configure Contracts page or the Accounts and journals tab on the contract line.

Amount

The amount associated with the corresponding event expressed in the transaction currency.

Base amount

The amount associated with the corresponding event expressed in the base currency.

Exchange rate

The exchange rate associated with the corresponding amount.

GL batch

Select the link in this column to view the journal entry created for the On expense or On cancel event.

Transaction

Select the link in this column to view the journal entry created for the On recognition event.

Expense journal 1 and Expense journal 2

Depending on whether your Contracts configuration uses one set of journals or two, you might see Expense journal 1 and/or Expense journal 2. These are the journals to which expense activity is posted.

The journals displayed here are defined in the Configure Contracts page.

Deferred expense

The account to which to post an expense amount that has been incurred but not yet consumed.

Recognized expense

The account to which to post an expense amount when recognizing the deferred expense.

Expense accrual

The account to which the liability accrual is posted.