---
sourceDocument: Australia IT Service Management
sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/it-service-management

 Release :

    - australia

ft:locale :

    - en-US

ft:publication_title :

    - Australia IT Service Management

ft:clusterId :

    - itsm

bundleId :

    - itsm

workflow :

    - Technology


---

# Create expense lines manually

# Create expense lines manually {#ariaid-title1}

Release version: Australia  
Updated March 12, 2026  
![](https://www.servicenow.com/docs/portal-asset/ico-clock) 1 minute to read  
You can create expense lines at a single level or in a hierarchy to better organize
expense information.

## Before you begin

Role required: admin, financial_mgmt_admin, or financial_mgmt_user

## About this task

Use a hierarchy if it makes sense for your organization. In the example below, the last two expense lines are a level under expense line number EXP0010001. Figure 1. Expense lines in a hierarchy

## Procedure

1. Navigate to AllCostsExpense Lines.
2. Open an expense line record, or click New to create a new expense line.
3. Complete the form.  
   {#t_CreateExpenseLinesManually__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_CreateExpenseLinesManually__table_ExpenseLineFields}
**Related concepts**   

* [Automatic expense line creation](https://servicenow-prod.fluidtopics.net/bPJVL6oUKmsnjiv9B7jY3w "You can automatically create expense lines to facilitate the accurate reporting of expenses.")  
**Related tasks**   

* [Create an allocation rule](https://servicenow-prod.fluidtopics.net/OQ4nrdwHA21y3WRiIdF_lw "Expense allocation rules enable you to associate expenses with an item, such as a user, group, or department.")
* [Delete an expense line](https://servicenow-prod.fluidtopics.net/0Skwc7owJszSboUNZgrVww "Deleting an expense line also deletes all expense allocations that were generated from the expense line.")
* [Create a sample allocation rule](https://servicenow-prod.fluidtopics.net/fmh6A2yZ_XhyEuLYajiNVQ "You can create a sample expense allocation rule that allocates the cost of an incident to the department of the caller.")
* [Use a scripted allocation](https://servicenow-prod.fluidtopics.net/OvgBBN3c1Rs6Hw9cg33t3w "Scripted allocations define custom allocation amounts and targets by executing a script.")  
**Related topics**   

* 

*[\>]: and then