ExpenseReport
IMPORTANT The SOAP API entered a limited enhancement phase in Q4 2020. Access to version 1.6 will be deactivated.
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 Web Services API.
In Autotask, Expense Reports are created and managed through the Timehsheets module or under My Expense Reports in the left navigation menu of the Home module.
Entity details
You can also retrieve this information with the Web Services API call The getEntityInfo() SOAP API call.
Entity Name: | ExpenseReport |
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.
- AmountDue
- DepartmentNumber
- Submit
Conditions and requirements
Special field attributes
Field | Conditions and Requirements |
---|---|
AmountDue |
|
ExpenseTotal | ExpenseTotal = the total of all expense amounts on the expense report, in the internal currency. |
ReimbursementCurrencyAmountDu |
|
ReimbursementCurrencyCashAdvanceAmou | ReimbursementCurrencyCashAdvanceAmount = the saved cash advance amount in the expense report's reimbursement currency. CashAdvanceAmount = 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 = Rejected; 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 ExpenseReport 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 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 |
---|---|---|---|---|---|---|
AmountDue | Amount Due | double | ||||
ApprovedDate | Approved Date | datetime | ||||
ApproverID | Approver ID | integer | Resource | |||
BusinessDivisionSubdivisionID | Business Division Subdivision ID | integer | ExpenseReport | |||
CashAdvanceAmount | Cash Advance Amount | double | ||||
DepartmentNumber | Department Number | string(50) | ||||
ExpenseTotal | Expense Total | double | ||||
id | Expense Report ID | long | ||||
Name | Name | string(100) | ||||
QuickBooksReferenceNumber | Quick Books Reference Number | string(100) | ||||
ReimbursementCurrencyAmountDue | ReimbursementCurrencyAmountDue | double | ||||
ReimbursementCurrencyCashAdvanceAmount | Reimbursement Currency Cash Advance Amount | double | ||||
ReimbursementCurrencyID | Reimbursement Currency ID | integer | Currency | |||
RejectionReason | Rejection Reason | string(2048) | ||||
Status | Status | integer | ||||
Submit | Submit | boolean | ||||
SubmitDate | Submit Date | datetime | ||||
SubmitterID | Submitter ID | integer | Resource | |||
WeekEnding | Period Ending | datetime |