ExpenseItem
IMPORTANT The SOAP API entered a limited enhancement phase in Q4 2020. Access to version 1.6 will eventually be deactivated. At this time, there is no end-of-lifecycle date.
This entity describes a line item associated with an Expense Report entity. It allows expense line items to be created, queried, and updated through the API.
In Autotask, Expense Items can be added to an Expense Report from the Timesheets or Home modules, or a ticket, project, or task.
Entity details
You can also retrieve this information with the Web Services API call The getEntityInfo() SOAP API call.
Entity Name: | ExpenseItem |
Can Create: | |
Can Update: | |
Can Query: | |
Can Delete: | |
Can Have UDFs: |
Fields that cannot be queried
The following fields from this entity will return an error when queried.
- GLCode
- Reimbursable
- Rejected
Conditions and requirements
General
Special field attributes
Field | Conditions and Requirements |
---|---|
AccountID |
When a TicketID or ProjectID are set, the AccountID is calculated based on the ticket or project. If you set an AccountID that differs from the calculated AccountID, an error is returned. When a TaskID is set, the AccountID and ProjectID are calculated based on the task and associated project. If you set an AccountID or ProjectID that differs from the calculated AccountID and Project ID, an error is returned. If no AccountID is supplied, the expense is associated to the "0" account. |
CurrencyID | If no CurrencyID is specified, the ExpenseItem will use the Currency associated with the Account associated with ExpenseItem.AccountID. |
Destination, Origin, and Miles | Destination, Origin, and Miles are all required when Category = Mileage |
EntertainmentLocation | EntertainmentLocation is required when Category = Entertainement Expense |
ExpenseAmount | ExpenseAmount represents the internal currency value of the ReceiptAmount. |
ExpenseAmount, ReceiptAmount |
Neither ExpenseAmount or ReceiptAmount is required. The following conditions apply for single currency databases (multi-currency is not enabled):
The following conditions apply for multi-currency databases:
NOTE Best Practice: Going forward from API version 1.5.13, as best practice use ReceiptAmount for both single and multi-currency databases. ExpenseAmount is calculated from ReceiptAmount. The ExpenseAmount field is available for backward compatibility in single currency databases. |
ExpenseCategory |
An inactive ExpenseCategory cannot be specified when creating an ExpenseItem or updating the ExpenseCategory field. An ExpenseItem with an inactive ExpenseCategory can be updated. PaymentCategory options are configurable in the Autotask Admin module. Use Web Services API getFieldInfo() call to retrieve the list for a specific implementation. |
ExpenseReportID | If Organizational Structure is enabled in Autotask, access to Expense Items is subject to the user's Organizational Structure Line of Business assignments and the Line of Business associated with ExpenseItem.ExpenseReportID, if any. |
PaymentType |
PaymentType picklist options = American Express, Cash, Company Check, Company Credit Card, Mastercard, Other, Personal Check, Visa. These picklist options are not configurable. Reimbursable status is updated from the corresponding attribute of the current PaymentType every time the ExpenseItem entity is touched. |
ReceiptAmount |
ReceiptAmount specifies the amount of the expense in the currency it was received. ExpenseAmount now represents the internal currency value of the ReceiptAmount. If no ReceiptAmount is specified for the ExpenseItem, the field will be populated by the amount equal to ExpenseAmount divided by the ExchangeRate of the specified currency (ExpenseCurrencyID). |
ReimbursementAmount |
ReimbursementAmount = the reimbursement amount for this expense in the internal currency. This field impacts databases with multi-currency enabled. If this value is not supplied on creation of an ExpenseItem, the field will be populated with the the ExpenseAmount value (the expense amount of the expense in the internal currency). If ExpenseItem.PaymentType is not reimbursable, this value will be 0 and cannot be updated. |
ReimbursementCurrencyReimbursementAmount |
ReimbursementCurrencyReimbursementAmount = the reimbursement amount for this expense in the reimbursement currency of ExpenseItem.ExpenseReportID (the expense's expense report.) This field impacts databases with multi-currency enabled.
|
WorkType | WorkType picklist options are configurable in the Autotask Admin module. Use Web Services API getFieldInfo() call to retrieve the list for a specific implementation. |
Field definitions
The following table describes the standard Autotask field objects for this entity.
- To retrieve more detailed information specific to a particular Autotask implementation, use the Web Services API call The getFieldInfo() SOAP API call.
- For information on entity UDFs, use getUDFInfo().
- For String datatypes, the number in parentheses ( ) indicates the maximum number of characters allowed.
- LT indicates Local Term.
For more information about fields marked as picklists, review our Understanding picklists article.
Field Name | Label | Datatype | Read Only | Is Required | Reference Name | Picklist |
---|---|---|---|---|---|---|
AccountID | Account ID | integer | Account | |||
BillableToAccount | Billable To Account | boolean | ||||
Description | Description | string(128) | ||||
Destination | Destination | string(128) | See Conditions | |||
EntertainmentLocation | Entertainment Location | string(128) | See Conditions | |||
ExpenseAmount | Expense Amount | double | ||||
ExpenseCategory | Expense Category | integer | ||||
ExpenseCurrencyID | Expense Currency ID | integer | Currency | |||
ExpenseDate | Expense Date | datetime | ||||
ExpenseReportID | Expense Report ID | integer | ExpenseReport | |||
GLCode | GL Code | String(20) | ||||
HaveReceipt | Have Receipt | boolean | ||||
id | Expense Item ID | long | ||||
Miles | Miles | double | See Conditions | |||
OdometerEnd | Odometer End | double | ||||
OdometerStart | Odometer Start | double | ||||
Origin | Origin | string(128) | See Conditions | |||
PaymentType | Payment Type | integer | ||||
ProjectID | Project ID | integer | Project | |||
PurchaseOrderNumber | purchase_order_number | string (50) | ||||
ReceiptAmount | Receipt Amount | double | ||||
Reimbursable | Reimbursable | boolean | ||||
ReimbursementAmount | Reimbursement Amount | double | ||||
ReimbursementCurrencyReimbursementAmount | Reimbursement Currency Reimbursement Amount | double | ||||
Rejected | Rejected | boolean | ||||
TaskID | Task ID | integer | Task | |||
TicketID | Ticket ID | integer | Ticket | |||
WorkType | Work Type | integer |