Envelope

An expense report [Envelope] is a collection of expense items (receipts) that employees can use in OpenAir to claim reimbursement.

Review the Usage Guidelines for the Envelope object.

—	XML	SOAP	REST	Database table
Object	Envelope	oaEnvelope	ExpenseReport	envelope
Supported Commands	Add, Read, Modify, Delete, Submit, Approve, Reject, Unapprove, Report	add(), createUser(), read(), modify(), upsert(), delete(), submit(), approve(), reject(), unapprove()	See Available methods	—

The Envelope object has the following standard properties:

Note:

Envelope object properties may also include custom fields. The object type supports the custom equal to read method and the enable_custom read attribute.

XML / SOAP	REST	Database	Description
acct_date	accountingDate	acct_date	The accounting period date of the expense report.
advance	advance	advance	The amount of any cash advance on the expense report.
approved	approveDate	date_approved	[Read-only] The date the expense report was approved. See Date Fields
approver	—	approver	The internal ID of the employee who approved the expense report.
attachmentid	attachments	attachment_id	[Read-only] The attachments associated with this expense report. Comma-separated list (SOAP, XML) or array (REST) of internal IDs for attachment objects.
balance	balance	balance	The outstanding balance on the expense report.
created	created	created	[Read-only] The date the expense report was created. See Date Fields
currency	currency	currency	The currency for monetary values in the expense report. Three-letter currency code.
currency_exchange_intolerance	isForeignCurrencyExchangeIntolerance	currency_exchange_intolerance	A 1/0 field indicating if the record is within the specified foreign currency tolerance as defined in database data definitions.
customerid	customerId	customer_id	The internal ID of the associated customer.
date	date	date	[Required] The date of the expense report. See Date Fields
date_end	endDate	date_end	The ending date of the expense report (only used with auto-naming). See Date Fields
date_start	startDate	date_start	The starting date of the expense report (only used with auto-naming). See Date Fields
—	description	description	The description of the expense report. This can hold the reason for the trip, for example.
—	exported	exported	The date and time the record was marked as "exported". See Date Fields
externalid	externalId	external_id	The unique external ID of the expense report, if the record was imported from an external system.
id	id	id	[Read-only] The unique internal identifier of the expense report. Automatically assigned by OpenAir.
—	isAccounting	accounting	[Read-only] A 1/0 field indicating if an envelope was submitted to an accounting partner.
—	isAdjusting	is_adjusting	[Read-only] A 1/0 field indicating if the expense report is an adjusting expense report.
is_overlapping	—	is_overlapping	[Read-only] A 1/0 field indicating if the expense report overlaps with another expense report.
name	name	name	[Required] The name of the expense report. Required unless your company's account is configured to set the name automatically
notes	notes	notes	Notes about the expense report.
number	trackingNumber	number	The expense report tracking number. A value is automatically assigned if not set when adding ab object.
projectid	projectId	projectid	The internal ID of the associated project.
status	status	status	The status of the expense report. Defaults to O if not set when adding an object. Possible values: O — open S — submitted A — approved R — rejected
submitted	submitDate	date_submitted	[Read-only] The date the expense report was submitted. See Date Fields
tax_locationid	taxLocationId	tax_location_id	Default tax location for this expense report.
thin_client_id	—	thin_client_id	Used by thin clients to reconcile imported records.
total	total	total	The total value of all the receipts in the expense report.
totreimburse	totalReimburse	total_to_reimburse	[Read-only] The total amount of reimbursable expenses in the expense report.
tottickets	totalReceipts	total_tickets	[Read-only] total number of receipts in the expense report.
trip_reason	—	trip_reason	The reason for the trip.
updated	updated	updated	[Read-only] The date the expense report was last updated or modified. See Date Fields
userid	userId	user_id	The internal ID of the associated employee. Defaults to the authenticated user if not set when adding an object.

Usage Guidelines

Review the following guidelines:

• Your company's OpenAir account can be configured to allow using the API to modify approved expense reports. To enable the feature, contact OpenAir Customer Support.

• The tracking number [number] must be unique for each object. When adding or modifying an object, if you set number make sure the value is unique.

• If your company's OpenAir account is configured to name expense reports automatically, and no valid date_start value is set, date_start and date_end are set automatically.

• Depending on your account configuration:

  • Modifying or deleting expense reports associated to a user other than the authenticated user unless the authenticated user is an account administrator.

  • Account administrators may not delete open and submitted expense reports associated to another user.

• If your company's account configuration supports the unapprove operation, expense reports cannot be unapproved if there are any reimbursements associated wit the expense report, or, depending on your company's account configuration if the expense report was exported.

• You cannot delete an Envelope object if this object is referenced by an object of any of the following type. Delete any dependent objects first before you delete an Envelope object.

  • Reimbursement

  • Ticket