---
sourceDocument: Yokohama Field Service Management
sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/yokohama/field-service-management

 Release :

    - yokohama

ft:locale :

    - en-US

ft:publication_title :

    - Yokohama Field Service Management

ft:clusterId :

    - fsm

bundleId :

    - fsm

workflow :

    - Customer and Industry


---

# Record an incidental expense

# Record an incidental expense {#ariaid-title1}

Release version: Yokohama  
Updated January 30, 2025  
![](https://www.servicenow.com/docs/portal-asset/ico-clock) 1 minute to read  
Record incidental expenses associated with your business travel through the Field Service application to execute work order tasks.

## Before you begin

Role required: admin, wm_agent.

## About this task

Log incidentals to manage your expenses such as car rental cost, mileage, and vendor
costs that you spend to execute your work order task at any point during the task
life cycle. You can attach a receipt for a logged incidental.

For example, field service administrators might create an incidental in the Pending
state before an agent begins work, based on an anticipated expense. Agents might
create incidentals in the Incurred state as expenses arise during work.

Role required: wm_admin or wm_agent.

## Procedure

1. Navigate to AllField ServiceWork OrderAll Work Order Tasks.
2. Open a work order task for which you want to log incidentals.
3. In the Service Management Incidentals related list, click New.
4. Fill in the fields as described in the following table.  
   {#t_RecordAnIncidentalExpense__table_n1w_pwv_rr__entry__2}

   | Field | Description |
   |-|-|
   | Service order task | \[Read-only\] Task from which the incidental was created. |
   | Type | Select incidental type: * Mileage for traveling to and from the task site. * Car Rental for renting the car. * Vendor Cost for all vendor-related costs on a contract. {#t_RecordAnIncidentalExpense__ul_k32_fjc_fmb} |
   | Cost | Total cost of the incidental. * From the Currency field, select the currency for the expense. * Enter cost: * If the type is Mileage, the cost is read-only and is automatically calculated by multiplying Quantity and Cost per mile. * If the type is Car Rental, enter the total cost of rental expenses. {#t_RecordAnIncidentalExpense__ul_jyl_wjc_fmb} {#t_RecordAnIncidentalExpense__ul_crz_mjc_fmb} |
   | Quantity | Number of units for the incidental. This field is required if the type is Mileage; enter the number of miles traveled. This field is hidden if the type is Car Rental. |
   | State | Select the status of the expense: * Incurred when the expense has already occurred * Pending when the expense has not yet occurred. {#t_RecordAnIncidentalExpense__ul_izb_nkc_fmb} |
   | Cost per mile | Average cost of transportation per mile. This field is visible only if the type is Mileage. |
   | Description | Helpful information about the incidental expense. |
   [Table 1. Incidental expense form fields]

   {#t_RecordAnIncidentalExpense__table_n1w_pwv_rr}
5. Click Submit.

## Result

An incidental record is created, the system generates an expense line if the following conditions are met:

* The state is Incurred.
* The type is not None.
* The cost is greater than zero.

{#t_RecordAnIncidentalExpense__ul_m5f_1vv_rr}  
Note:  
The expense line is deleted if any of these conditions change.
Field service administrators and agents can view all incidentals by navigating to Field ServiceAgentIncidentals.

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