ExpenseReports
This entity describes Expense Reports created in Autotask and is used to submit expense line items for approval and reimbursement. This entity allows expense reports to be created, queried, and updated through the REST API.
In Autotask, Expense Reports are created and managed through the Timesheets module or under My Expense Reports in the left navigation menu of the Home module.
NOTE You can refer to the Online Help to find root and child access URLs of the entity you wish to query. Refer to Finding resource and child access URLs of REST API entities for more information.
Entity details
Entity Name: | ExpenseReports |
Entity Path: |
/atservicesrest/v1.0/ExpenseReports |
Can Create: | |
Can Update: | |
Can Query: | |
Can Delete: | |
Can Have UDFs: |
IMPORTANT Requests to this entity require special handling. Refer to the Entity URLs and relationships section of this article for details.
- If this entity has a Parent relationship, you must perform all Create, Update, and Delete actions on the parent entity.
- If this entity is a child of a parent, you can leverage our Swagger instance to find the URLs you should use in your API calls. For more information, refer to Finding resource and child access URLs of REST API entities.
- To learn how to access Swagger, refer to Using Swagger UI to explore REST API requests.
Parent | None |
Children | ExpenseReportAttachments |
URLs | ExpenseReports/query (GET, POST) ExpenseReports/{id} (GET) ExpenseReports/query/count (GET, POST) ExpenseReports (PUT, POST, PATCH) ExpenseReports/entityInformation (GET) ExpenseReports/entityInformation/fields (GET) ExpenseReports/entityInformation/userDefinedFields (GET) |
Fields that cannot be queried
The following fields from this entity will return an error when queried.
- amountDue
- departmentNumber
- submit
Conditions and requirements
Special field attributes
Field | Conditions and Requirements |
---|---|
amountDue |
|
internalCurrencyExpenseTotal | internalCurrencyExpenseTotal = the total of all expense amounts on the expense report, in the internal currency. |
reimbursementCurrencyAmountDue |
|
reimbursementCurrencyCashAdvanceAmount | reimbursementCurrencyCashAdvanceAmount = the saved cash advance amount in the expense report's reimbursement currency. internalCurrencyCashAdvanceAmount = the saved cash advance amount in the corresponding internal currency amount. |
reimbursementCurrencyID | reimbursementCurrencyID = the reimbursement currency of the expense report. If no value is specified on create, internal currency is used. |
rejectionReason | rejectionReason is valid when status = isReimbursable; it is required on create or update. |
status | status picklist options = In Progress, Awaiting Approval, Approved for Payment, Rejected, Paid, Transferred to QuickBooks. They cannot be changed in Autotask. |
submit | Submit =1 (to effect submission) is only allowed if the current status is "In Process" or "Rejected" |
submitDate | The submitDate field of the expenseReports entity is set to Null on create. When you make an update call that sets the submit field to true, the API will set the submitDate to match the time and date of the update call. |
submitterID | submitterID must = a valid resourceID. |
Field definitions
The following table describes the standard Autotask fields for this entity. Refer to the following articles for more information about working with these fields:
- The entityInformation REST API call
- Making basic query calls to the REST API
- Advanced query features of the REST API
To learn how to query picklist endpoints, refer to Understanding picklists.
Notes
- For string datatypes, the number in parentheses ( ) indicates the maximum number of characters allowed.
- LT indicates Local Term.
- If this entity has child collections, they will appear in a Child collection access URLs or an Entity URLs and relationships drop-down in the Entity details section of this article.
- You can call the /query/count/ endpoint of a resource to determine how many records a collection holds.
Field Name | Datatype | Read-Only | Is Required | Reference Name | Picklist |
---|---|---|---|---|---|
amountDue | decimal | ||||
approvedDate | datetime | ||||
approverID | integer | Resources | |||
departmentNumber | string (50) | ||||
id | long | ||||
internalCurrencyCashAdvanceAmount | decimal | ||||
internalCurrencyExpenseTotal | decimal | ||||
name | string (100) | ||||
organizationalLevelAssociationID |
integer |
|
|
|
|
quickBooksReferenceNumber | string (100) | ||||
reimbursementCurrencyAmountDue | decimal | ||||
reimbursementCurrencyCashAdvanceAmount | decimal | ||||
reimbursementCurrencyID | integer | Currencies | |||
rejectionReason | string (2048) | ||||
status | integer | ||||
submit | boolean | ||||
submitDate | datetime | ||||
submitterID | integer | Resources | |||
weekEnding | datetime |