Manage project expenses
The process for creating and managing expenses is the same for both project and task-related expenses. Any expenses that are added to the project in the Business Case are added to the Expenses tab as planned expenses. For more information, see Create a Business Case for a project.
The total amount of your expenses from all the tasks and project contributes to the total cost of the project. The Planned Amount of the expenses contributes to the Planned Cost of the project, and the Actual Amount of the expenses contributes to the project’s Actual Cost.
Access requirements
| table 0-row-2 1-row-2 2-row-2 3-row-2 layout-auto html-authored no-header | |
|---|---|
| ÃÛ¶¹ÊÓƵ Workfront plan | Any |
| ÃÛ¶¹ÊÓƵ Workfront license |
New: Standard Current: Work or higher |
| Access level configurations | Edit access to Projects and Financial Data |
| Object permissions | Contribute or higher permissions to the project with permissions to View or Manage Finance |
For more detail about the information in this table, see Access requirements in Workfront documentation.
Add Expenses
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Go to the project or task you want to enter expenses for.
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Click Expenses in the left panel.
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Click Add an Expense. The Add an Expense dialog box appears.
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Enter the following information:
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Description: Enter a description of the expense.
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Expense Type: (Required) Select the category that best describes the expense.
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Task: Type in the name of the task that this expense is associated with, then click it when it appears in the drop-down list.
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Planned Amount: Enter the planned budgeted amount for the expense. This affects the Budgeted Cost of the project.
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Actual Amount: Enter the amount that the expense actual cost. This affects the Actual Cost of the project.
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Planned Date: Enter the expected date for the expense to occur. You can type the date in the field using the mm/dd/yy format, or you can click the Calendar icon
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Date Paid: Enter or select the date the expense was paid.
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Billable: Select this option if you want to bill this expense. Categorizing an expense as billable is important when creating billing records.
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Reimbursable: Select this option if the expense needs to be reimbursed. You can then mark the expense as reimbursed after the expense has been reimbursed.
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Select a Custom Form and specify any additional information required.
note note NOTE You must create a custom form before you can associate it with an expense. Only active custom forms display in the list. For information about creating custom forms, see the article Create a custom form. -
Click Save.
Delete Expenses
- Go to the project you want to delete an expense for.
- Click Expenses in the left panel.
- Select the expense that you want to delete, then click the Delete icon
- In the Delete Expense dialog, click Yes, Delete It.