---
sourceDocument: Australia Asset Management
sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/it-asset-management

 Release :

    - australia

ft:locale :

    - en-US

ft:publication_title :

    - Australia Asset Management

ft:clusterId :

    - itam

bundleId :

    - itam

workflow :

    - Technology


---

# Create a new expense line

# Create a new expense line {#ariaid-title1}

* Release version: Australia
* 
* Updated March 12, 2026
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 2 minutes to read

Typically, expense lines are automatically generated based on assets or users, but
you can create a new expense line manually if needed.

## Before you begin

Role required: asset, contract_manager (core UI and Hardware Asset Workspace only), sn_eam.enterprise_admin (Enterprise Asset Workspace only), or sn_eam.enterprise_asset_manager (Enterprise Asset Workspace only)

## Procedure

1. Open the list of contracts that are used across your deployment.
   * If you are using the core UI, navigate to Contract ManagementContractAll.
   * If you are using the Hardware Asset Workspace, open the Contract management view and then select the All contracts tab.
   * If you are using the Enterprise Asset Workspace, open the Contract and lease management view and then select the All contracts tab.
   {#t_CreatingANewExpenseLine__choices_rtr_fxg_2xb}
2. Select a contract.
3. In the Expense Lines related list (core UI) or tab (Hardware Asset Workspace and Enterprise Asset Workspace), click New.
4. Complete the form.  
   {#t_CreatingANewExpenseLine__table_ExpenseLineFields__entry__2}

   | Field | Description |
   |-|-|
   | Number | The unique number identifying the expense line. |
   | Date | The date on which the expense line was created. |
   | Rate Card | The identification number of the rate card to which the expense line is associated. |
   | Rate type | The rate type that is considered during the expense line generation. This field is read-only. |
   | Source ID | The identification number of the item associated with the expense line. If this field is filled in, corresponding information is automatically added to the Source fields on this form. |
   | Amount | The monetary value of the item specified in the Source ID field. Enter a negative value to indicate a credit. |
   | Process date | The date the expense line is processed. |
   | Inherited | Check box that indicates whether the expense line is on another expense line. |
   | State | The current state of the expense line, either Pending or Processed. |
   | Summary type | The expense line category: Grow Business, Run Business, or Transform Business. Categorizing expense lines can be useful for reporting. |
   | Short description | A brief description of the expense line. |
   | Asset | The identification number of the asset associated with the expense line, if any. |
   | Fixed asset | Fixed asset that contains the asset in this expense line. A fixed asset is a container that holds one or more individual assets, including hardware or software assets. The system auto-populates this field with the appropriate fixed asset if the named Asset is contained within that fixed asset. |
   | Contract | The identification number (not the contract number) of the contract associated with the Asset, if any. |
   | User | The name of the user associated with the Asset, if any. |
   | Configuration Item | The name of the configuration item associated with the expense line, if any. |
   | Task | The identification number of the task associated with the expense line, if any. |
   | Cost center | The cost center financially responsible for the item identified in Source ID, if any. |
   [Table 1. Expense line table]

   {#t_CreatingANewExpenseLine__table_ExpenseLineFields}
5. Click Submit (core UI) or Save (Hardware Asset Workspace and Enterprise Asset Workspace).
**Related tasks**   

* [Generating expense lines based on assets or users](https://servicenow-prod.fluidtopics.net/~UEMvoZLUD90zvI4wnjX~g "An expense line is an expense amount at a given point in time and the record that incurred or generated the expense. You can generate expense lines based on assets or users assigned to the contract.")
* [View contract expense lines](https://servicenow-prod.fluidtopics.net/EroUgC4gkRK_oFyEXz0rPA "Use the Expense Lines related list or tab to view and audit all the expenses recorded for a given contract.")  
**Related reference**   

* [Contract Rate Card form](https://servicenow-prod.fluidtopics.net/yZhzcOKcrpPwNIvQxwnoFw "The Contract rate card form enables you to generate expense lines for recurring expenses automatically by providing detailed price information for a contract. There can be multiple rate cards for the same contract.")

*[\>]: and then