Invoice & Posting - Expense Report Cost Post


The Expense Report Cost Post process provides a means to create journal transactions for costs related to expense report entries using a process similar to the Billing & Revenue – Post process.  The process will only pick up expense reports meeting the search criteria (and other conditions) that have yet to be posted.  Once posted, the expense report entries will be stamped to indicate they have been included in a post process.  Depending on the Post to General Ledger (unanet.financials.post_to_gl)  and Post to General Ledger Effective Date (unanet.financials.post_to_gl.eff_date) properties, the transactions can also optionally be posted to the General Ledger.  

Using this feature allows you to capitalize on the robust Posting Group capabilities to manage the accounts associated with various transaction types.  Further, using this feature allows you to better control which period transactions are to be associated with transactions (for improved cost reporting).  It also allows for 'freezing' the accounts and periods with which transactions are associated.  Many of the cost reports allow for reporting on posted data only, and thus this feature can also improve your ability to reconcile data with external systems.



This screen is available to users having any of the following roles: Administrator, P&R Administrator or GL Admin.  


This screen is available with the Project Tracking and Project Portfolio family of Unanet licenses.


Topics covered on this help page include:


You may also be interested in:


Using the Expense Report Cost Post Search screen, you can refine the list of users expense report entries to be included in an expense report cost post process.  In addition to providing selection criteria to narrow down the list of users expense report entries to be included, you will also need to specify the Transaction Attributes  (i.e. Post Date and Fiscal Period) to be used during the posting process.

Field Descriptions (click on a link below for additional information):



The values displayed in the resulting list are limited to those actuals meeting the following conditions:


From this screen, the user can check one or many of the available check boxes and click on the Post button to invoke a Expense Report Cost Post for these amounts.


The Post button will only appear if the list contains at least one user having data eligible to be posted.


Field Descriptions (click on a link below for additional information):


Post Process

The Post process will create journal entries at the expense report allocated line item detail level.  Optionally, general ledger entries will also be generated at a level determined by property settings.  GL entries can be posted at summary or detail level.  If posting at detail level, every cost post entry will have a corresponding GL entry.  If posting at summary level, there will be one summary GL entry for each project for COST entries and one summary GL entry for each account - org combination for offset entries.


Project Prerequisites


General Rules for Posting Organizations and Accounts


General Rules for Posting



The posting process includes the following (not necessarily generated in this order):

  1. Create Expense Report Cost Entries
        1. detail - generate a GL entry for each expense allocation entry posted.
        2. summary - summarize GL entries at the expense report/project/account/organization level.
      • Expense Report Cost positive amounts are debits
      • Expense Report Cost negative amounts are credits


  1. Create Expense Report Offset -- Reimbursable Entries


  1. Create Expense Report Offset -- Non-Reimbursable Entries



Closed Fiscal Years


Posting to Closed Fiscal Year

When posting to or voiding a document from a closed fiscal year, and the document contains details for accounts having account types REVENUE and EXPENSE, where the credits and debits do not cancel each other out (i.e. the delta between the revenues and expenses is not = 0), this process will additionally need to generate an adjustment to the previously recorded RETAINED EARNINGS account for the closed year.  

Note the adjustment will be generated regardless of the existence of the RETAINED EARNINGS account for the year being adjusted.  

The adjusting transaction will have the following attributes:



Post Process - Feedback

Once the post is run, the user will see feedback written to the screen that will indicate the expense reports included in the post.  Should any unexpected issues be encountered, additional details will be written to the screen for the effected expense reports.  Note that any expense reports that encounters an error during the post, would result in no items being posted.  Other expense reports within that same run that did not encounter issue would have their data posted.

Person Expense Report Details Popup Reports

Clicking on the values in the Unposted Costs column will display a popup report showing a version of the Person Expense Details report (limited to details that support the displayed value).  

The popup report will resemble the following:

The dates involved in these comparisons are defined by the Unanet Administrator on the Admin >> Setup >> Accounting >> Posting Options (Expense Report Posting) screen.  


Related Topics