The UTBMS Expense Codes Mini Directory allows your firm to manage standard billing codes used for expense tracking in value entries. Preconfigured with all standard "E" or "X" codes, this directory enables firms to assign unit prices to each code, control which codes are available for selection, and ensure consistent cost defaults when creating or editing value entries.
NOTE: You must have Enabled permissions to Directories > Mini Directories to access the UTBMS Expense Codes Mini Directory. To change unit prices or UTBMS Expense Code statuses, you must also have Modify permissions.
Access the UTBMS Expense Codes Mini Directory
Navigate to Settings > Mini Directories.
Select the UTBMS Expense Codes Mini Directory.
The directory will display the following columns:
Activity — Describes the activity associated with the expense code (for example, copying or printing). This column is read-only and cannot be edited.
UTBMS Expense — Displays all standard "E" UTBMS codes (E101, E102, E103, and so on). This column is read-only and cannot be edited.
Unit Price — Displays the cost associated with each code. Defaults to $0.00. This field can be updated by users with the appropriate permission.
Active — Controls whether the code is available for selection in value entries.
NOTE: UTBMS Codes cannot be deleted, nor can new codes be added – only unit prices and active status can be modified.
All columns can be filtered using the filter icon in each column header.
Modify Unit Price or Active Status
In the UTBMS Expense Codes Mini Directory, locate the UTBMS Expense Code you wish to update.
Double-click the Unit Price field to enter a different value or select/deselect the Active checkbox as needed.
Click Save to apply your edits. Click Discard to cancel all unsaved changes or Undo to revert your last change.
NOTE: You must have Modify permissions to Directories > Mini Directories to save changes.
NOTE: Changes to Unit Price or Active status apply only to newly created value entries. Existing Value entries that reference the modified code will not be updated.
Deactivate a UTBMS Expense Code
Deactivating a code removes it from the UTBMS dropdown in Value entries while preserving all existing Value entries that previously used the code.
In the UTBMS Expense Codes Mini Directory, locate the code you wish to deactivate and deselect the Active checkbox.
Click the Save button.
The deactivated code will no longer appear in the UTBMS dropdown when creating or editing value entries. Existing Value entries that used the code will remain unchanged. See the example below where E114 was deactivated and does not appear in the Value UTMBS Expense dropdown.
NOTE: To make a deactivated code available again, select the checkbox in the Active column for that code and save.
UTBMS Expense Codes in Value Entries
When creating or editing a Value entry, UTBMS Expense Codes can be selected from the UTBMS Expense dropdown. If the Activity of the UTBMS Expense Code exceed 50 characters, an ellipsis will display.
Selecting a code with a configured unit price will automatically populate Amount field in the Value entry.
Once the Value entry is saved, the Cost Per Unit field under Totals will be populated with the unit price set for the selected code.
If the Value entry amount is manually updated after a code is selected, the manual input will be preserved. The amount will only revert to the code's unit price if the UTBMS code is reselected.
UTBMS Expense Codes do not affect the rate or cost for time entries.