User roles:  ✔ Financial Access   ✔ Financial Administrator


Expense Types, and the Expense Categories they are grouped into, are completely customisable - allowing you to report your portfolio and project financials in the way you want to report them.


Expenses are the costs that come directly out of the project budget:
  1. Expense Categories are the categories the Expense Types are grouped into.
  2. Expense Types represent the TYPES of expenses that will be captured against projects to make up the total cost of the project. Project costs are broadly made up of the following (Project Management Workflow by Dan Epstein and Rich Maltzman): 
    • Direct costs: Costs directly linked to doing the project (e.g. consultants, software, etc)
    • Indirect costs: Not specifically linked to the project but are a general cost of doing business (e.g. lighting, rent, heating, etc)
    • Fixed costs: A one-off charge not linked to how long the project runs for (e.g. one-day launch promotion, etc)
    • Variable costs: Opposite of fixed costs - costs that change with the length of a project (salaries, hire, etc)
    • Sunk costs:  Costs that have already been incurred. Sunk costs are often forgotten in business cases and stop/continue decisions are often (wrongly) based on sunk costs. "Sunk cost is a loss which should not play any part in determining the future of the project."

Both Expense Types and Expense Categories are customisable.

REPORTING: Costs are presented at the Expense Type level on individual Project Workspaces. Portfolio or 'roll-up' financial reporting presents financials at the Expense Category level.


To edit Expense Categories and Expense Types, navigate to the Financial Administration console by selecting 'Financial Administration' from the drop-down menu under your Avatar.



Expense Types and their Categories can be managed and updated in one of two ways - both available from the Financial Administration console. Both processes are outlined in this article:

  1. Under Expense Type Management (Financial Settings)
  2. Via a Data Management download/upload using excel


To access the Financial Administration console and edit expense categories and expense types you will need Financial Administrator access.



Expense Type Management (UI)


Select Expense Type Management under Financial Settings.




From here you can either EDIT expense types by clicking on the edit pencil icon in front of the Expense Category or Expense Type entry, or create a NEW currency entry by clicking on ADD ITEM





Expense Categories need to be added before Expense Types.


Expense Category



  • Add a title for the Expense Category
  • Set the Show in footer flag as required: 
    • Show in footer = NO: Expense Types belonging to this category will be listed above the line into a sub-total value.
    • Show in footer = YES: Expense Types belonging to this category will be listed in the table below the sub-total.




Expense Type



Make the required changes/additions to the Expense Type dialog and SAVE.


See the table at the bottom of the article for a full description of each field.



Expense Types Download/Upload


On the Financial Administration console, scroll down to the Data Management section, and download the Expense Types to excel by selecting DOWNLOAD




Make your desired changes to the excel spreadsheet that you downloaded.  


See the table at the bottom of the page for a full description of each column.


When you are happy with your changes, select "UPLOAD" and then "UPLOAD DATA".




Field and Column description


There are 2 tabs on the download file:


TAB 1: Expense Types


Column & Title in upload file
Field title in on-screen dialog
Description
Data Type
What happens if field is left blank in upload file?
A. IdN/AThe unique Fluid Id for the expense type. NumericFluid will create a new Expense Type and assign an ID.
B. ExpenseCategoryExpense CategoryThe title of the expense category.TextMandatory field. 
C. ExpenseTypeExpense TypeThe title of the expense type. TextMandatory field.
D. UserLockedUser LockedIf TRUE (Yes) the Expense Type is not available to Project Managers as an option for selection when capturing financials.Yes/NoField is set to FALSE (No)
E. ExpenseClassExpense ClassCash or Resource. Only Resource expense types can be selected when configuring Rate Cards TextField is left blank.
F. CapitalisationPercentCapitalization PercentThe percentage of the expense value used for capitalisation. NumericField is set to "0".
G. AmortizationTriggerAmortization TriggerThe trigger at when amortisation begins. Immediate or On ImplementationTextField is left blank.
H. AmortizationPeriodAmortization PeriodThe period (in months) over which the project will be amortised.TimeField is set to "0".
I. OrderOrderOrder in which to display expenses. NumericNot used/considered on upload.





TAB 2: Expense Categories


Column & Title in upload file
Field title in on-screen dialog
Description
Data Type
What happens if field is left blank in upload file?
A. IdN/AThe unique Fluid Id for the expense type. NumericFluid will create a new Expense Type and assign an ID.
B. ExpenseCategoryExpense CategoryThe title of the expense category.TextMandatory field. 
C. ShowInFooterShow in FooterShow in footer = FALSE (No): Expense Types belonging to this category will be listed above the line into a sub-total value.

Show in footer = TRUE (Yes): Expense Types belonging to this category will be listed in the table below the sub-total.

TextField is set to FALSE (No)