Expense Reports

Expense report for an employee.

Get Expense Report Object Definition

lookup

List all the fields and relationships for the expense report object:

<lookup>
    <object>EEXPENSES</object>
</lookup>

Parameters

Name Required Type Description
object Required string Use EEXPENSES

Query and List Expense Reports

query

List the record number and state for each expense report that is approved:

<query>
    <object>EEXPENSES</object>
    <select>
        <field>RECORDNO</field>
        <field>STATE</field>
    </select>
    <filter>
        <equalto>
            <field>STATE</field>
            <value>Approved</value>
        </equalto>
    </filter>
</query>

Parameters

Name Required Type Description
object Required string Use EEXPENSES
filter Optional object Filter expression to limit the response to only objects that match the expression. Check the value of a single field using operators such as equalto/like, or multiple fields using and/or. Query fields on related objects using the dot operator (for example, VENDOR.CREDITLIMIT on APBILL).
select Required sequence The names of the fields that you want included in the response, and an optional aggregate function such as count or sum. Returning all fields is not supported.
orderby Optional object Provide an order element with a field name and choose an ascending or descending sort order, for example:
<order>
  <field>RECORDNO</field>
  <descending/>
</order>
options Optional object Query options:
  • Set the caseinsensitive element to true for a case-insensitive query
     <caseinsensitive>true</caseinsensitive>
  • In a multi-entity company, set the showprivate element to true to query data in private entities:
     <showprivate>true</showprivate>
  • Specify the returnformat for the response: xml (default), json, or csv
     <returnformat>json</returnformat>
pagesize Optional integer Maximum number of matching objects to return in the response, between 1 and 2000 items (Default: 100)
offset Optional integer Point at which to start indexing into records (Default: 0)

Query and List Expense Reports (Legacy)

readByQuery

<readByQuery>
    <object>EEXPENSES</object>
    <fields>*</fields>
    <query></query>
    <pagesize>100</pagesize>
</readByQuery>

Parameters

Name Required Type Description
object Required string Use EEXPENSES
fields Optional string Comma-separated list of fields on the object to list. For best performance and predictability, limit the number of fields. To return all fields, omit the element or provide * for the value.
query Required string SQL-like query based on fields on the object. The following operators are supported: <, >, >=, <=, =, like, not like, in, not in, IS NOT NULL, IS NULL, AND, OR. Illegal XML characters must be properly encoded, and single quotes must be escaped with backslashes ('Jane\'s Deli'). Joins are not supported.
pagesize Optional integer Custom page size between 1 and 1000 items (Default: 100)

Get Expense Report

read

<read>
    <object>EEXPENSES</object>
    <keys>1</keys>
    <fields>*</fields>
</read>

Parameters

Name Required Type Description
object Required string Use EEXPENSES
keys Required string Comma-separated list of expense report RECORDNO to get
fields Optional string Comma-separated list of fields on the object to get. To return all fields, omit the element or provide * for the value.
For best performance and predictability, limit the number of fields.
returnFormat Optional string Data format for the response body:
  • xml (default)
  • json
  • csv

Create Expense Report (Legacy)

Release Changes
2021 Release 1 Added inclusivetax, taxsolutionid, totaltrxamount, taxentries
2020 Release 2 Added costtypeid
2019 Release 4 Added taskid

create_expensereport

<create_expensereport>
    <employeeid>E0008</employeeid>
    <datecreated>
        <year>2016</year>
        <month>09</month>
        <day>09</day>
    </datecreated>
    <state>Submitted</state>
    <description>Travel to client</description>
    <expenses>
        <expense>
            <expensetype>Travel-Hotel</expensetype>
            <amount>50</amount>
            <expensedate>
                <year>2015</year>
                <month>09</month>
                <day>01</day>
            </expensedate>
            <memo>Marriott</memo>
            <paidfor>Hotel</paidfor>
            <locationid>ARL-VA-US</locationid>
            <departmentid>PRS</departmentid>
            <projectid>P0004</projectid>
            <employeeid>E0008</employeeid>
            <billable>true</billable>
        </expense>
    </expenses>
</create_expensereport>

Parameters

Name Required Type Description
employeeid Required string Employee ID
datecreated Required object Transaction date
dateposted Optional object GL posting date
batchkey Optional integer Summary RECORDNO
expensereportno Optional string Expense report number
state Optional string Action. Use Draft or Submitted. (Default: Submitted)
description Optional string Reason for expense
memo Optional string Memo
externalid Optional string External ID
basecurr Optional string Base currency code
currency Optional string Reimbursement currency code
customfields Optional array of customfield Custom fields
expenses Required expense[1...n] Expense report lines, must have at least 1.
supdocid Optional string Attachments ID
inclusivetax Optional boolean Inclusive taxes. Set to true to have the system calculate the transaction amount (trx_amount) for the expense report line and the transaction tax (trx_tax) for the tax entry based on the value supplied for totaltrxamount on the expense report line and the tax rate of the tax detail (detailid) for the tax entry. (AU, GB, ZA only)
taxsolutionid Optional string Tax solution name, such as United Kingdom - VAT or Australia - GST. Required only if the company is configured for multiple tax jurisdictions and the transaction is occurring at the top level of the company. See Tax Solutions for more information. (GB, AU, and ZA only)

datecreated

Name Required Type Description
year Required string Year yyyy
month Required string Month mm
day Required string Day dd

dateposted

Name Required Type Description
year Required string Year yyyy
month Required string Month mm
day Required string Day dd

customfield

Name Required Type Description
customfieldname Optional string Custom field ID
customfieldvalue Optional varies Custom field value. For a multi-pick-list custom field, implode multiple field values with #~#.

expense

Name Required Type Description
expensetype Optional string Expense type. Required if not using glaccountno.
glaccountno Optional string GL account number. Required if not using expensetype.
amount Required currency Reimbursement amount
currency Optional string Transaction currency code
trx_amount Optional currency Transaction amount
exchratedate Optional object Exchange rate date
exchratetype Optional string Exchange rate type. Do not use if exchrate is set. (Leave blank to use Intacct Daily Rate)
exchrate Optional currency Exchange rate value. Do not use if exchangeratetype is set.
expensedate Optional object Expense date
memo Optional string Paid to
form1099 Optional boolean Form 1099. Use false for No, true for Yes. Employee must be set up for 1099s.
form1099type Optional string Form 1099 type
form1099box Optional string Form 1099 box
paidfor Optional string Paid for
locationid Optional string LOCATIONID of an active location. Required if company is multi-entity enabled.
departmentid Optional string Department ID
customfields Optional array of customfield Custom fields
projectid Optional string Project ID
taskid Optional string Task ID. Only available when the parent projectid is also specified.
costtypeid Optional string Cost type ID. Only available when projectid and taskid are specified. (Construction subscription)
customerid Optional string Customer ID
vendorid Optional string Vendor ID
employeeid Optional string Employee ID
itemid Optional string Item ID
classid Optional string Class ID
contractid Optional string Contract ID
warehouseid Optional string Warehouse ID
billable Optional boolean Billable. Use false for No, true for Yes. (Default: false)
exppmttype Optional string Expense payment type
quantity Optional number Quantity
rate Optional number Unit rate
totaltrxamount Optional currency Total transaction amount. Required if inclusive tax is set to true.
taxentries Optional taxentry[1...n] Tax entries for the line. Required for VAT enabled transactions. Providing multiple entries is allowed if your tax solution supports it (AU and GB only). For ZA, only one tax entry is allowed.

expensedate

Name Required Type Description
year Required string Year yyyy
month Required string Month mm
day Required string Day dd

customfield

Name Required Type Description
customfieldname Optional string Custom field ID
customfieldvalue Optional varies Custom field value. For a multi-pick-list custom field, implode multiple field values with #~#.

taxentry (AU, GB, ZA only)

Specifies a tax rate (defined in the system) and a manually calculated tax for the expense report line.

Name Required Type Description
detailid Required string Unique ID of a tax detail with the tax rate to use
trx_tax Optional currency Transaction tax, which is a manually calculated value to override the calculated value for the tax. The amount of the tax line is automatically included in the read-only transaction amount (trx_amount).

Update Expense Report (Legacy)

Release Changes
2021 Release 1 Added inclusivetax, totaltrxamount, taxentries
2020 Release 2 Added costtypeid
2019 Release 4 Added taskid

update_expensereport

<update_expensereport key="1234">
    <description>Test update</description>
    <updateexpenses>
        <updateexpense line_num="1">
            <expensetype>General Travel</expensetype>
        </updateexpense>
    </updateexpenses>
</update_expensereport>

Parameters

Name Required Type Description
key Required integer Expense report RECORDNO to update
employeeid Optional string Employee ID
datecreated Optional object Transaction date
dateposted Optional object GL posting date
expensereportno Optional string Expense report number
state Optional string Action. Use Draft or Submitted. (Default: Submitted)
description Optional string Reason for expense
memo Optional string Memo
basecurr Optional string Base currency code
currency Optional string Reimbursement currency code
customfields Optional array of customfield Custom fields
updateexpenses Optional (updateexpense | expense)[0...n] Expense report lines. To update an existing line use updateexpense otherwise to create a new line use expense. You can mix types in the array.
supdocid Optional string Attachments ID
inclusivetax Optional boolean Inclusive taxes. Set to true to have the system calculate the transaction amount (trx_amount) for the expense report line and the transaction tax (trx_tax) for the tax entry based on the value supplied for totaltrxamount on the expense report line and the tax rate of the tax detail (detailid) for the tax entry. (AU, GB, ZA only)

datecreated

Name Required Type Description
year Required string Year yyyy
month Required string Month mm
day Required string Day dd

dateposted

Name Required Type Description
year Required string Year yyyy
month Required string Month mm
day Required string Day dd

customfield

Name Required Type Description
customfieldname Optional string Custom field ID
customfieldvalue Optional varies Custom field value. For a multi-pick-list custom field, implode multiple field values with #~#.

expense

Name Required Type Description
expensetype Optional string Expense type. Required if not using glaccountno.
glaccountno Optional string GL account number. Required if not using expensetype.
amount Required currency Reimbursement amount
currency Optional string Transaction currency code
trx_amount Optional currency Transaction amount
exchratedate Optional object Exchange rate date.
exchratetype Optional string Exchange rate type. Do not use if exchrate is set. (Leave blank to use Intacct Daily Rate)
exchrate Optional currency Exchange rate value. Do not use if exchangeratetype is set.
expensedate Optional object Expense date
memo Optional string Paid to
form1099 Optional boolean Form 1099. Use false for No, true for Yes. Employee must be set up for 1099s.
form1099type Optional string Form 1099 type
form1099box Optional string Form 1099 box
paidfor Optional string Paid for
locationid Optional string LOCATIONID of an active location. Required if company is multi-entity enabled.
departmentid Optional string Department ID
customfields Optional array of customfield Custom fields
projectid Optional string Project ID
taskid Optional string Task ID. Only available when the parent projectid is also specified.
costtypeid Optional string Cost type ID. Only available when projectid and taskid are specified. (Construction subscription)
customerid Optional string Customer ID
vendorid Optional string Vendor ID
employeeid Optional string Employee ID
itemid Optional string Item ID
classid Optional string Class ID
contractid Optional string Contract ID
warehouseid Optional string Warehouse ID
billable Optional boolean Billable. Use false for No, true for Yes. (Default: false)
exppmttype Optional string Expense payment type
quantity Optional number Quantity
rate Optional number Unit rate
totaltrxamount Optional currency Total transaction amount. Required if inclusive tax is set to true.
taxentries Optional taxentry[1...n] Tax entries for the line. Required for VAT enabled transactions. Providing multiple entries is allowed if your tax solution supports it (AU and GB only). For ZA, only one tax entry is allowed.

updateexpense

Name Required Type Description
line_num Required integer Line number to update
expensetype Optional string Expense type. Can use this or glaccountno but not both.
glaccountno Optional string GL account number. Can use this or expensetype but not both.
amount Optional currency Reimbursement amount
currency Optional string Transaction currency code
trx_amount Optional currency Transaction amount
exchratedate Optional object Exchange rate date.
exchratetype Optional string Exchange rate type. Do not use if exchrate is set. (Leave blank to use Intacct Daily Rate)
exchrate Optional currency Exchange rate value. Do not use if exchangeratetype is set.
expensedate Optional object Expense date
memo Optional string Paid to
form1099 Optional boolean Form 1099. Use false for No, true for Yes. Employee must be set up for 1099s.
form1099type Optional string Form 1099 type
form1099box Optional string Form 1099 box
paidfor Optional string Paid for
locationid Optional string LOCATIONID of an active location. Required if company is multi-entity enabled.
departmentid Optional string Department ID
customfields Optional array of customfield Custom fields
projectid Optional string Project ID
taskid Optional string Task ID. Only available when the parent projectid is also specified.
costtypeid Optional string Cost type ID. Only available when projectid and taskid are specified. (Construction subscription)
customerid Optional string Customer ID
vendorid Optional string Vendor ID
employeeid Optional string Employee ID
itemid Optional string Item ID
classid Optional string Class ID
contractid Optional string Contract ID
warehouseid Optional string Warehouse ID
billable Optional boolean Billable. Use false for No, true for Yes. (Default: false)
exppmttype Optional string Expense payment type
quantity Optional number Quantity
rate Optional number Unit rate
totaltrxamount Optional currency Total transaction amount. Required if inclusive tax is set to true.
taxentries Optional taxentry[1...n] Tax entries for the line. Required for VAT enabled transactions. Providing multiple entries is allowed if your tax solution supports it (AU and GB only). For ZA, only one tax entry is allowed.

expensedate

Name Required Type Description
year Required string Year yyyy
month Required string Month mm
day Required string Day dd

taxentry (AU, GB, ZA only)

Specifies a tax rate (defined in the system) and a manually calculated tax for the expense report line.

Name Required Type Description
detailid Required string Unique ID of a tax detail with the tax rate to use
trx_tax Optional currency Transaction tax, which is a manually calculated value to override the calculated value for the tax. The amount of the tax line is automatically included in the read-only transaction amount (trx_amount).

Reverse Expense Report (Legacy)

reverse_expensereport

<reverse_expensereport key="1234">
    <datereversed>
        <year>2015</year>
        <month>06</month>
        <day>30</day>
    </datereversed>
</reverse_expensereport>

Parameters

Name Required Type Description
key Required integer Expense report RECORDNO to reverse
datereversed Required object Reverse date
description Optional string Memo

datereversed

Name Required Type Description
year Required string Year yyyy
month Required string Month mm
day Required string Day dd

Delete Expense Report

delete

<delete>
    <object>EEXPENSES</object>
    <keys>112</keys>
</delete>

Parameters

Name Required Type Description
object Required string Use EEXPENSES
keys Required string Comma-separated list of bill RECORDNO to delete

Delete Expense Report (Legacy)

delete_expensereport

<delete_expensereport key="1234"></delete_expensereport>

Parameters

Name Required Type Description
key Required string Expense report RECORDNO to delete

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