FSM Expense Report Record

An expense report records an employee's expenses in NetSuite. In Field Service Management (FSM), FSM Mobile uses standard expense reports to capture expense lines for service work. These lines include the category, amount, description, and receipt image.

The report header identifies the employee and the service context. Its expense lines hold the individual charges and their own service relationships. FSM uses this data for billing rules, case unbilled amounts, invoicing, and service reports. Recording an expense is separate from approving it, reimbursing the employee, or billing the customer.

Record Information

The following identifiers distinguish the business record from its form, search type, and FSM Mobile resource.

Property	Value
Record type	Standard NetSuite transaction
Record name	Expense Report
Record ID	expensereport
Record identity	Internal ID (internalid). Exp. Rept. # (tranid) is the displayed transaction number.
Transaction search type value	ExpRept, used to restrict a Transaction search to expense reports.
FSM record model	models/expensereport
Standard FSM Mobile resource	expenses, with an article record of expensereport

For more information about the expensereport record ID, see Expense Report reference. ExpRept is a transaction-search value, not an alternative record ID.

Forms

FSM supplies the Field Service Expense Report transaction form (custform_nx_expense_report). It exposes the service Customer, Asset, Case, CRM Task, and Project Task on the header, and the corresponding service references on expense lines. The supplied form is not marked preferred, and the Store Form with Record box is checked.

You can choose whether to store an expense report form with the transaction. If the form is stored, NetSuite uses that form when you reopen the record instead of the preferred form. You can create custom forms and set form preferences in your account. See Storing Custom Forms with Transactions.

The standard Expenses resource in FSM Mobile defines its elements directly. It doesn't generate them from this NetSuite form. Changing the NetSuite form therefore doesn't automatically change the Expenses tab. If a customized resource loads a form, generating fields in FSM Mobile is separate from storing the form with the transaction. For more information about form loading and overrides, see Form Properties.

Record Relationships

The header fields in the following table are stored on the expense report. Line fields are stored on individual rows of its native expense sublist. One report can contain several expense lines. A header reference doesn't replace the corresponding line reference.

Related Record	Relationship and Field ID	Purpose
Employee	Native header Employee (entity) references the employee who incurred the expenses.	Identifies the expense owner, separate from the service customer.
Customer	Header Field Service Customer (custbody_nx_customer) references the service customer. Each line's native Customer (expense.customer) identifies its customer or project billing context.	Separates service context from employee ownership and line billing context.
Case	Header Field Service Case (custbody_nx_case) and line Field Service Case (trans) (expense.custcol_nx_case) reference a case (supportcase).	The header case is used for FSM unbilled expense calculation. The supplied line field sources the case from the linked CRM task.
CRM Task	Header Field Service Task (custbody_nx_task) and line Field Service Task (trans) (expense.custcol_nx_task) reference a CRM task (task).	The header task supplies the billing rule for the report. Line task links are used by default case invoice selection and CRM task service reports.
Project Task	Header Field Service Project Task (custbody_nx_projecttask) and line Field Service Project Task (trans) (expense.custcol_nx_projecttask) reference projecttask.	Holds project task context separately from CRM task context. The custom line link is used by project task service reports.
Asset	Header Field Service Asset (custbody_nx_asset) and line Field Service Asset (trans) (expense.custcol_nx_asset) reference customrecord_nx_asset.	Associates the report and individual charges with equipment or a service site. The supplied line field sources the asset from its CRM task.
Expense Category	Native line Category (expense.category) references expensecategory.	Classifies each charge and provides the category used in expense billing evaluation.
Receipt file	FSM Mobile maps the line receipt image to expense.expmediaitem and reads it through the lineFile search join.	Attaches a receipt file to an individual expense line. This file reference is distinct from the native Receipt checkbox (expense.receipt).

FSM Mobile maps the native line Project Task (expense.projecttask) when Job Costing and Project Budgeting is enabled. The standard mapping for the custom line Field Service Project Task depends on Project Management.

These Field Service links are supplied FSM custom fields. Employee, line Customer, Category, and the expense sublist are native NetSuite data. An account-created link doesn't automatically acquire the supplied links' FSM Mobile, reporting, or synchronization behavior.

FSM Fields

For relationship fields, see Record Relationships. The following fields describe expense data and its state. Labels can differ by account or form. The IDs identify the underlying fields. An expense. prefix identifies a line field rather than a header field.

Expense Details and Amounts

The following table describes expense details and amount fields.

Field	Field ID	Meaning and Important Values
Date (native header)	trandate	Report transaction date. The standard record creation defaults in FSM Mobile use the current event's date.
Purpose (native header)	memo	Description of the report as a whole, separate from each expense line's description.
Expenses Total (native header)	total	Report total displayed read-only in the standard Expenses resource in FSM Mobile. It is separate from the case's Unbilled Expenses summary.
Category (native line)	expense.category	Expense classification. Standard choices in FSM Mobile are categories with Show On Mobile (custrecord_nx_expensecat_show_on_mobile) checked on the expense category record.
Amount (native line)	expense.amount	Individual expense amount. This is the amount mapped by the standard Expenses resource in FSM Mobile.
Date (native line)	expense.expensedate	Date of the individual expense. The standard Date element in FSM Mobile is hidden for a CRM task.
Memo / Description (native line)	expense.memo	Description of the individual charge. FSM search mappings remove the category-name prefix from the displayed memo.
Billable (native line)	expense.isbillable	Whether the charge is billable to its customer or project. It doesn't establish approval, reimbursement, or inclusion on an invoice. FSM billing rules can replace this value on report creation or editing.
Foreign Amount (native line)	expense.foreignamount	Native foreign-currency amount, separate from expense.amount.
Field Service Foreign Amount (custom line)	expense.custcol_nx_foreignamount	Copy of native Foreign Amount maintained by FSM when an expense report is created or edited. This copy is not an additional charge.
Use Multi Currency (native header)	usemulticurrency	Controls native multicurrency expense entry. Standard record creation in FSM Mobile explicitly supplies false. This is a record creation default in FSM Mobile, not a universal expense report default.

The Expense Report model reads Field Service Foreign Amount and writes foreign-amount values to the native Foreign Amount field.

FSM's Case Unbilled Expenses summary is stored on the case, in custevent_nx_unbilled_expenses. The summary includes qualifying billable lines from reports linked through the header case. It excludes tax lines and lines with an applying transaction, and subtracts tax amounts. It is not the report total or an invoice-line list. See FSM Case Unbilled Amount Calculation.

Native Approval and Processing State

Native expense approval and processing are separate from FSM task completion and customer billing. The following table describes the related fields.

Field	Field ID	Meaning
Status	status	Native report status. Displayed read-only in the standard resource in FSM Mobile.
Supervisor Approval	supervisorapproval	Native supervisor approval.
Accounting Approval	accountingapproval	Native accounting authorization for processing the expense.
Approval Status	approvalstatus	SuiteFlow approval state: Pending Approval, Approved, or Rejected.
Next Approver	nextapprover	Approver selected by the configured approval workflow.
Complete	complete	Native report submission/completion marker. It is separate from completing the service task.

Approval behavior depends on the account's native routing or SuiteFlow workflow. Supervisor approval alone doesn't establish accounting approval or payment. See Approving an Expense Report, Using Custom Workflow-Based Approvals for Expense Reports, and the Expense Report Records Browser.

Creation Identity

The following table describes fields associated with record creation identity.

Field	Field ID	Meaning
External ID (native header)	externalid	Standard record creation in FSM Mobile stores an external ID with the fsm_ prefix to recognize repeated creation requests.
Field Service Idempotency Key (custom header)	custbody_nx_idempotency_key	Compatibility field retained from earlier FSM Mobile creation protection. It is not an approval, reimbursement, or processing-completion indicator.

For identity behavior and its limits, see FSM Mobile Duplicate Creation Protection.

Creation and Update Sources

The source determines which initial values and relationships are supplied.

Source	Effect on the Record
Native NetSuite entry or an authorized integration	Creates or updates the report and expense lines under native validation, permissions, and account rules.
Standard FSM Mobile Expenses resource	Creates or updates a report for the current employee and event. New-report defaults supply the employee, event date, and header service links. Line elements supply the event's Customer or Project, Asset, and Task context.
FSM Expense Report handling	Uses the report's CRM task billing rule to set each line's Billable value when applicable. Copies native Foreign Amount into Field Service Foreign Amount on create and edit. Inherited transaction handling can source the header asset from the linked task.
Native approval processing	Changes native approval information according to the account's routing or workflow.
Customer invoicing	Applies available billable expenses to an invoice under native billing requirements and FSM's configured selection.

Under standard handling, changing an expense report requests a separate update of the linked case's unbilled amounts. Saving the report doesn't confirm that the case summary has been recalculated. The case stores the update request and saved amounts, rather than an expense report field for processing status.

Used by FSM Features

These capabilities use different parts of the report data.

Feature	How the Record Is Used
Expenses Tab in FSM Mobile	Captures expense lines and receipt images. Standard retrieval uses the current employee and the report's header CRM task or project task link.
FSM Billing Rules	Uses the Billing Rule on the CRM task linked in the header and each expense line's Category to set the line's Billable value. Project task billing is outside this feature.
FSM Case Unbilled Amount Calculation	Reads qualifying expense lines from reports linked through the header case.
FSM Case Invoicing	Selects available billable expenses through CRM tasks associated with the invoice's case under the default configuration. A header or line case link alone doesn't qualify an expense.
FSM Service Reports and Notifications	Uses header case links for case expense data, line CRM task links for CRM task reports, and custom line project task links for project task reports. Report inclusion doesn't establish approval or billing.
FSM Profitability Reporting	Uses transaction-line asset references for the supplied Asset report. The report definition determines which financial data contributes. An asset link alone doesn't establish a posted expense.

Record Constraints and Data Requirements

The supplied expense report form marks Custom Form, Employee, and Date as required. Its Field Service relationship fields are not marked required. These form properties don't establish the complete requirements for every account or creation path.

In the standard Expenses resource in FSM Mobile, the expense table must contain at least one row. Each row requires Category, Amount, and Description, but a receipt image is optional. The Amount element has a minimum and increment of 0.01. These are FSM Mobile validation settings. These settings don't impose the same rules on every native expense report form.

The resource's max: 1 limits creation of another report within that FSM Mobile resource. It doesn't limit a report to one expense line or establish one expense report per task across NetSuite. Native validation and account scripts can impose additional requirements during synchronization.

Billability, approval, payment, and invoice application are separate facts. A saved FSM Mobile expense or a positive unbilled amount doesn't establish the other states. For native billing requirements, see Billing Expenses to Customers.

Additional Information

• Expenses Tab in FSM Mobile
• FSM Billing Rules
• FSM Case Invoicing

Related Topics

• FSM Records
• FSM Case Record
• FSM CRM Task Record
• FSM Employee Record
• FSM File Record

General Notices