Costs table (Actual Costs)

This auto-numbered field uniquely identifies the Cost record. This field is not found in the Scheduled Costs table.

Stores the disposition of the charge, which is used to report on costs. The field can be edited and can have the following values:

• Payable: An expense is due and has not yet been paid. When you approve costs that are expenses using the Approve tab of the Cost wizard, the system sets this status for new Cost records it creates. Once you pay the expense, you can change this value to Paid.

• Receivable: An income item is due but has not been paid. When you approve costs that are income using the Approve tab of the Cost wizard, the system sets this status, similar to setting the Payable status above. Invoices can be generated for costs with this status.

• Paid: An expense has been paid. Set this status once you pay a bill.

• Received: An income item (a cost with a Receivable cost status) has been paid. The Apply Payment to Invoices actions set this status.

• Requested: An item is due, and has been sent to management for approval. Use this status to group costs on an approval form. Invoices can be generated for costs with this status.

Note: The Scheduled Costs table contains a Cost Status field, but it offers different values than the Costs table in its drop-down list. See Adding New Scheduled Costs for a description of the Cost Status fields for scheduled costs.

When you assign costs to new invoices using the Assign Costs tab of the Invoices Wizard (Chargeback & Invoicing application), the system automatically completes this field. The Scheduled Costs table does not include this field as only Actual Costs can be invoiced.

If you apply payments to invoices from the Manage Payments tab of the Invoices Wizard, the system (which records payments for Cost records that have an Amount - Income) completes this field with the date on which you applied the payment. For costs that are expenses, manually complete this field with the date on which you paid the cost.