Expenses
Expenses allow you to track the nature and amount of expenditures that are made for a particular Event or for an Activity within the Event. To do so, Expense rows may be linked to either an Event row or an Activity row. In either case, the Expense row contains information on the Expense Item, the Type of expenditure this row represents, the Cost, the Expense Date, the Vendor, the Account from which the expense will be paid, and a Comment.
When an Expense row is linked to an Event, the amount of the Expense will automatically be added to the Cost field in the Event row. If the Expense is linked to an Activity row, the amount of the Expense will automatically be added to the Cost field in the Activity row to which it is linked, and also to the Event row to which that Activity row is linked. Therefore, the Cost of the overall Event will include those Expenses linked directly to the Event or to any Activity that is part of the Event.
Display Expenses Linked to an Event
- Access the Event whose Expenses data you want to view. For more information see, Accessing an Existing Event.
- In the Millennium Explorer, click on Event Info.
- Click Expenses under Event Info. The system will display all of the Expenses that are linked to the Event you accessed in step 1.
Display Expenses Linked to an Activity
- Access the Event whose Activity's Expenses data you want to view. For more information see, Accessing an Existing Event
- In the Millennium Explorer, click on Activities to expand that item.
- From within the data display area, click on the desired, Activity name hyperlink. For more information see, Accessing an Existing Activity.
- Click Expenses under Activities. The system will display all of the Expenses that are linked to the Activity you accessed in step 3.
Create a New Expenses Row
- To create an Expense linked to an Event, begin by following the instructions for accessing the display of Expenses linked to an Event, shown directly above. To create an Expense linked to an Activity, begin by following the instructions for accessing the display of Expenses linked to an Activity, again, shown directly above.
- Pass the mouse pointer over the Expenses section header edit button or the edit button to the left of any existing Expense row, to access a context menu. Click Insert or Insert via Default.
- You will be given an Insert form either blank or with your current active default definition for Expenses. If you want to use a default definition that is not currently flagged as your active one, then point to the Choose Default item from the section header edit button context menu instead, and click on the name of the desired default definition.
-
Enter the appropriate data for each of the data columns.
Expense Item - Type any free text that describes the expenditure.Type - From the pull down list of Expense Types, choose the appropriate lookup table entry.
Cost - Type the amount of the expenditure.
Expense Date - Type the date on which the expenditure was made, using appropriate date formats.
Account Number - Type the number (or name) for the Account from which this expenditure will be paid.
Vendor - Type the name of the vendor with whom the expenditure was made.
Comment - Type any free text information concerning this Expense.
-
When all data appears in the form as you want, click on Insert to create the Expenses row.
OR
Click Cancel to halt the process without creating a new row.
Edit Existing Expenses Data
- To edit an Expense linked to an Event, begin by following the instructions for accessing the display of Expenses linked to an Event, shown directly above. To edit an Expense linked to an Activity, begin by following the instructions for accessing the display of Expense linked to an Activity, shown directly above.
- Pass the mouse pointer over the edit button to the left of the desired row to access a context menu. Click Update/Delete. An Update form showing the current data will be presented.
- Tab or mouse click to each text box containing data that you want to edit. Make the desired changes.
-
Click the Update button to make the changes to the data,
OR
Click Delete to remove the data row from the system,
OR
Click Cancel to halt the process without making any changes to the data row.
Customize the Expenses Data Display and Maintenance Forms
- Using Internet Explorer as your browser, log on to the system as a Millennium system administrator.
- Access the Events version of the Custom Display Designer by using Millennium Explorer, .
- Click the Events item on the Navigation Tool Bar to access the Display Designer's context menu, and then click on the Expenses item.
- Click Display Type and click on the desired Display Type menu item (for example, Long or Short).
- Utilize the Custom Display Designer's editing tools to make your customizations.
- Click Save to save and apply your changes.
(Refer to the Custom Display Designer topic for complete instructions on customizing display and maintenance forms.)
Expenses Field Descriptions
Event Expense data is stored expenses data table. The Note that the field labels and non-displaying designations that are listed are those that the system uses by default. If you wish to override these default settings, you must customize your display definition.
Note: Custom fields are included in the data table, and are available for any purpose that you want to define. These fields are not shown on the standard Display or standard Data Maintenance forms. If you want to make use of one or more of the custom fields, use the Custom Display Designer to edit the standard Display and Data Maintenance forms.
|
Field Name Field Label |
Lookup Table |
Type SQL/Oracle Length [Default] {Check} |
Description |
|---|---|---|---|
|
expkey non-displaying |
none |
numeric/number 13, 0
|
The primary key field for all rows in all tables. This field holds a permanent "time stamp" of the precise time and date the row was created. This uniquely identifies a row within the table. (System field) |
|
expdoc non-displaying |
none |
char 1 ['N']
|
This field holds a Y/N flag to indicate the existence of a linked document for this row. (System field) |
|
expdate no label |
none |
datetime/date
[getdate()]
|
The date that this row was last updated. This field is automatically entered by the system. (System field) |
|
expuserid no label |
none |
varchar/varchar2 30 [suser_sname()]
|
The User ID of the operator who last edited this row. It is automatically entered by the system. (System field) |
|
expugroup non-displaying |
none |
char 1 [' ']
|
This field holds the Group letter that was associated with the User ID of the operator who last edited this row. (System field) |
|
Type |
char 6 [' ']
|
This field shows the kind of expenditure that is represented in this row. It is controlled by the Expense Type lookup table. |
|
|
Item |
none |
char 65
|
This field may be used as a free text description of the expenditure. |
|
Cost |
none |
money/number (19,4)/(16,2) [0]
|
This field may be used to track the cost of this expenditure. |
|
Date |
none |
datetime/date
|
This field may be used to track the date on which the expenditure occurred. |
|
Vendor |
none |
varchar/varchar2 110
|
This field may be used to track the name of the vendor for this expenditure. |
|
Account |
none |
varchar/varchar2 30
|
This field may be used to track the Account number from which this expenditure was paid. |
|
explnkfil non-displaying |
none |
char 2
|
This system-generated field shows a copy of the table number for the row to which this Expense is linked. Either Event (21) or Activity (52). (System field) |
|
explnkkey non-displaying |
none |
numeric/number 13, 0
{>0} |
This system-generated field shows a copy of the key field from the Event or Activity row to which this Expense is linked. (System field) |
|
expfnum non-displaying |
none |
char 2 ['51'] {'51'} |
This system-generated field contains the table number of the Expense table (51). (System field) |
|
expcrdate non-displaying |
none |
datetime/date
[getdate()]
|
This system-generated field shows the date on which the row was created. (System field) |
|
not labeled |
none |
varchar/varchar2 4000
|
This is a free text comment that may be associated with this row. |
|
expothrfl non-displaying |
none |
char 1 ['N'] {'Y', 'N'} |
This is a system-use field that flags the row for the presence of linked Other Info row(s). (System field) |
|
expestcost Estimated Cost |
none |
money/number (19,4)/(16,2)
[0] |
This field may be used to show the estimated cost of this Expense. |
|
expevncode non-displaying |
none |
char 10
|
This system-generated field holds a copy of the Event code from the Event with which this row is associated. (System field) |
|
expevent Event |
none |
varchar/varchar2 110
|
This system-generated field holds a copy of the Name of the Event with which this row is associated. (System field) |
|
expactvty Activity |
none |
varchar/varchar2 110
|
This system-generated field holds a copy of the Activity Name with which this row is associated. (System field) |
|
expdate1
|
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
expdate2
|
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
expmny1
|
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
expmny2
|
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
expnum1
|
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
expnum2
|
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
expyesno
|
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
explook1
|
char 6
|
This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row. |
|
|
explook2
|
char 6
|
This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row. |
|
|
explook3
|
char 6
|
This custom field may be defined and used by your institution to track any lookup table driven information associated with this data row. |
|
|
exptext
|
none |
varchar/varchar2 255
|
This custom field may be defined and used by your institution to track any free text information you want to associate with this data row. |
|
|
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
expdate4
|
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
expdate5
|
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
expdate6
|
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
expdate7
|
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
expdate8
|
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
expdate9
|
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
expdte10
|
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
expdte11
|
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
expdte12
|
none |
datetime/date
|
This custom field may be defined and used by your institution to track any date information associated with this data row. |
|
expmny3
|
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
expmny4
|
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
expmny5
|
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
expmny6
|
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
expmny7
|
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
expmny8
|
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
expmny9
|
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
expmny10
|
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
expmny11
|
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
expmny12
|
none |
money/number (19,4)/(16,2)
|
This custom field may be defined and used by your institution to track any monetary information associated with this data row. |
|
expnum3
|
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
expnum4
|
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
expnum5
|
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
expnum6
|
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
expnum7
|
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
expnum8
|
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
expnum9
|
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
expnum10
|
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
expnum11
|
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
expnum12
|
none |
numeric/number 10, 0
|
This custom field may be defined and used by your institution to track any numeric information associated with this data row. |
|
expchk1
|
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
expchk2
|
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
expchk3
|
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
expchk4
|
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
expchk5
|
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
expchk6
|
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
expchk7
|
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
expchk8
|
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
expchk9
|
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
expchk10
|
none |
char 1 ['N'] {'N' or 'Y'} |
This custom field may be defined and used by your institution to flag this data row for any purpose. |
|
exptxt1
|
none |
varchar/varchar2 255
|
This custom field may be defined and used by your institution to track any free text information you want to associate with this data row. |
|
exptxt2
|
none |
varchar/varchar2 255
|
This custom field may be defined and used by your institution to track any free text information you want to associate with this data row. |
|
exptxt3
|
none |
varchar/varchar2 255
|
This custom field may be defined and used by your institution to track any free text information you want to associate with this data row. |
|
exptxt4
|
none |
varchar/varchar2 255
|
This custom field may be defined and used by your institution to track any free text information you want to associate with this data row. |
|
exptxt5
|
none |
varchar/varchar2 255
|
This custom field may be defined and used by your institution to track any free text information you want to associate with this data row. |
Indices - Expenses
|
Index |
Primary |
Foreign |
Unique |
Fields |
Sort |
|---|---|---|---|---|---|
|
pk_expenses |
Y |
|
|
expkey |
|
|
expense02 |
|
|
|
expevncode |
|
|
expense03 |
|
|
|
expitem |
|
|
expense04 |
|
|
|
expuserid |
|