Expense line fields for Enterprise Asset Management

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Expense line fields for Enterprise Asset Management

    This document provides a detailed description of the expense line fields within the Enterprise Asset Management (EAM) application in ServiceNow. These fields enable customers to accurately track, categorize, and manage expenses related to enterprise assets, facilitating clear financial oversight and alignment with business objectives.

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    Key Fields and Their Purpose

    • Number: Automatically generated unique identifier for each expense line, used for tracking.
    • Date: Automatically set to the current date when the expense line is created.
    • Inherited: Indicates if the expense line inherits details from a parent expense line, which locks certain fields from modification to maintain consistency.
    • Parent: Allows selection of the parent expense line from which fields such as Source ID, Asset, Contract, User, Configuration Item, Task, and Cost center are inherited.
    • Source ID: Links the expense line to a specific enterprise asset, automatically populating related fields.
    • Amount: Represents the cost associated with the enterprise asset; can be negative to denote credits. Supports multiple currencies.
    • Process date: Date and time when the expense line is processed.
    • State: Current status of the expense line.
    • Summary type: Categorizes the expense line into one of three business-aligned types:
      • Grow Business
      • Run Business
      • Transform Business
    • Short description: A brief textual summary of the expense line.

    Source Form Section Fields

    These fields provide additional context and financial accountability related to the selected enterprise asset:

    • Asset: The enterprise asset linked to the expense line.
    • Fixed asset: The container asset holding the selected enterprise asset; auto-populated if applicable.
    • Contract: Contract associated with the enterprise asset.
    • User: Individual assigned to the asset.
    • Configuration item: CI associated with the expense line.
    • Task: Task linked to the expense line.
    • Cost center: The financial owner responsible for the enterprise asset.

    Practical Benefits for ServiceNow Customers

    • Enables precise tracking and categorization of enterprise asset expenses aligned with business objectives.
    • Supports inheritance to reduce data entry errors and promote consistency across related expense lines.
    • Facilitates financial accountability by associating expenses with contracts, users, tasks, and cost centers.
    • Provides flexibility with currency types and credit entries for comprehensive financial management.

    A detailed description of all expense line fields in the Enterprise Asset Management application.

    Expense Line

    Field Description
    Number Unique number that is used to identify and track the expense line. This field populates automatically.
    Date Date on which you are creating the expense line. This field is automatically set to the current date.
    Inherited Option that indicates if the expense line is inherited from a parent expense line.
    If you enable this option, the Parent field appears below the Inherited field. In the Parent field, search for and select the parent expense line that this expense line is inherited from. The following fields are then inherited from the parent expense line and can no longer be modified:
    • Source ID
    • Asset
    • Contract
    • User
    • Configuration Item
    • Task
    • Cost center
    Source ID Enterprise asset that you want to associate with the expense line. Based on the enterprise asset that you select, the corresponding fields in the Source form section populate automatically.
    Amount Cost of the enterprise asset that you want to associate with the expense line. To indicate that you have received a credit towards the enterprise asset, enter a negative number.
    Note:
    You can set this field to any currency of your choice.
    Process date Date and time at which the expense line is processed.
    State State of the expense line.
    Summary type Expense line category. Select one of the following options:
    • Grow Business: Expense lines for enterprise assets that are used to help your business grow.
    • Run Business: Expense lines for enterprise assets that are used to help your business run.
    • Transform Business: Expense lines for enterprise assets that are used to help transform your business.
    Short description Brief description of the expense line.

    Source

    Field Description
    Asset Enterprise asset that you want to associate with the expense line.
    Fixed asset Fixed asset that contains the selected enterprise asset.

    A fixed asset is a container that holds one or more individual assets. If the enterprise asset that you selected in the Asset field is contained within a fixed asset, the Fixed asset field populates automatically.
    Contract Contract that the selected enterprise asset is associated with.
    User User who the selected enterprise asset is assigned to.
    Configuration item Configuration item (CI) that is associated with the expense line.
    Task Task that is associated with the expense line.
    Cost center Cost center that is financially responsible for the selected enterprise asset.