ExpenseReports

This entity describes Expense Reports created in Autotask and is used to submit expense line items for approval and reimbursement. This entity allows expense reports to be created, queried, and updated through the REST API.

In Autotask, Expense Reports are created and managed through the Timesheets module or under My Expense Reports in the left navigation menu of the Home module.

NOTE  You can refer to the Online Help to find root and child access URLs of the entity you wish to query. Refer to Finding resource and child access URLs of REST API entities for more information.

Entity details

Entity Name: ExpenseReports

Entity Path:

/atservicesrest/v1.0/ExpenseReports
Can Create:
Can Update:
Can Query:
Can Delete:  
Can Have UDFs:  

IMPORTANT  Requests to this entity require special handling. Refer to the Entity URLs and relationships section of this article for details.

Parent None
Children ExpenseReportAttachments
URLs ExpenseReports​/query (GET, POST)
ExpenseReports​/{id} (GET)
ExpenseReports​/query​/count (GET, POST)
ExpenseReports (PUT, POST, PATCH)
ExpenseReports​/entityInformation (GET)
ExpenseReports​/entityInformation​/fields (GET)
ExpenseReports​/entityInformation​/userDefinedFields (GET)

Fields that cannot be queried

The following fields from this entity will return an error when queried.

  • amountDue
  • departmentNumber
  • submit

Conditions and requirements

Special field attributes

Field Conditions and Requirements
amountDue
  • amountDue = the total of the reimbursement amounts of all expenses on the expense report in the internal currency, minus internalCurrencyCashAdvanceAmount for the expense report in the internal currency.
    		•
    internalCurrencyExpenseTotal internalCurrencyExpenseTotal = the total of all expense amounts on the expense report, in the internal currency.
    reimbursementCurrencyAmountDue
  • reimbursementCurrencyAmountDue = the total of the reimbursement amounts of all expenses on the expense report in the reimbursement currency, minus the saved cash advance amount for the expense report in the reimbursement currency. The existing amountDue field will still contain the corresponding internal currency value.
    		•
    reimbursementCurrencyCashAdvanceAmount reimbursementCurrencyCashAdvanceAmount = the saved cash advance amount in the expense report's reimbursement currency. internalCurrencyCashAdvanceAmount = the saved cash advance amount in the corresponding internal currency amount.
    reimbursementCurrencyID reimbursementCurrencyID = the reimbursement currency of the expense report. If no value is specified on create, internal currency is used.
    rejectionReason rejectionReason is valid when status = isReimbursable; it is required on create or update.
    status status picklist options = In Progress, Awaiting Approval, Approved for Payment, Rejected, Paid, Transferred to QuickBooks. They cannot be changed in Autotask.
    submit Submit =1 (to effect submission) is only allowed if the current status is "In Process" or "Rejected"
    submitDate The submitDate field of the expenseReports entity is set to Null on create. When you make an update call that sets the submit field to true, the API will set the submitDate to match the time and date of the update call.
    submitterID submitterID must = a valid resourceID.

    Field definitions

    The following table describes the standard Autotask fields for this entity. Refer to the following articles for more information about working with these fields:

    To learn how to query picklist endpoints, refer to Understanding picklists.

    Notes

    • For string datatypes, the number in parentheses ( ) indicates the maximum number of characters allowed.
    • LT indicates Local Term.
    • If this entity has child collections, they will appear in a Child collection access URLs or an Entity URLs and relationships drop-down in the Entity details section of this article.
    • You can call the /query/count/ endpoint of a resource to determine how many records a collection holds.
    Field Name Datatype Read-Only Is Required Reference Name Picklist
    amountDue decimal      
    approvedDate datetime      
    approverID integer   Resources  
    departmentNumber string (50)      
    id long    
    internalCurrencyCashAdvanceAmount decimal      
    internalCurrencyExpenseTotal decimal      
    name string (100)      

    organizationalLevelAssociationID

    integer

     

    OrganizationalLevelAssociations

     
    quickBooksReferenceNumber string (100)        
    reimbursementCurrencyAmountDue decimal      
    reimbursementCurrencyCashAdvanceAmount decimal      
    reimbursementCurrencyID integer   Currencies  
    rejectionReason string (2048)      
    status integer    
    submit boolean        
    submitDate datetime      
    submitterID integer   Resources  
    weekEnding datetime      

    Additional resources