Automatically generate Expense Lines for recurring costs?

[Felix20]

Hi,

we dont have CIs in cmdb in servicenow but use a seperate system to manage them.
But we want to use expense lines for billing reasons. 

I saw that when I creat a new asset, a one-time expense line is generate due to a business rule. But that is only half of what I need.

The items orderer also have a recurring price / cost, which should also be billed through expense lines.

In docs I saw, that usually CI rate cards are used for recurring costs, but as I said, we dont have CIs in servicenow cmdb.

Best regards,

[Michael Ritchie · Accepted solution]

Felix, you can use Contract Management to generate expense lines automatically against assets and users.  I would assume this recurring cost may be tied to something like maintenance or support.  You can create a contract, link the associated assets, and generate a contract rate card.  More information can be found with this page and the links embedded:

https://docs.servicenow.com/bundle/london-it-service-management/page/product/contract-management/tas...

Please mark this post as helpful or the correct answer to your question if applicable so others viewing may benefit.

[Felix20]

Hallo Michael,

i do have a contract on my asset now, but what is the trigger to generate an contract rate card and further more to generate the expense line?

[Michael Ritchie]

See item 3 in the Docs link I provided above.  It discusses the process to auto generate the expense lines.

[Felix20]

Hallo Michael,

thank you for your replay, but its not working -> Docs information is not correct.

Item 3 in the Docs link says, that I:

1. need to select that contract I have assigned to an asset -> done
2. then i select the rate card i have generated manually -> done
3. in rate card -> distribution cost -> Allocate cost to contract -> done
4. update -> done
5. Now i want to trigger the scheduler job tp generate expense line and see if it works. but the scheduler job "Process FM Costs" is not available but there is "Process Last Month CI Costs" and "Process Last Month Distribution Costs" both are not active. So I just trigger both but no expense line generated

My Contract is active, my contract rate card is assigned to that contact and has a distribution cost selected, a cost set, daily billing selected. My asset is also active and has the contract assigned, which is active.

So what is the problem. I also tried to set in the scheduler jobs not last month but this month -> but still the same. No expense line on my asset / contract / rate card