Does anyone know about cost and expense line management>

[Mike Butts]

Greetings,

We are looking into using the cost management and expense line features in our shop and I had a few preliminary questions:

1) Are there problems with importing data from a vendor and having it correctly apply to the correct records?

2) Are there issues with the expense line table getting too large?  Are there limitations on records retention?

3) are we able to support multiple currency types?

4) What else should I be aware of?

TIA!

[bammar]

1) Are there problems with importing data from a vendor and having it correctly apply to the correct records?

(Integrations can be used- but in  the incoming data something to connect the Cost with the Project needs to be included- like if the System sending the data contains the PRJ number that would work when you transform the data. Vendors should be populated if needed in ServiceNow.

Manual entry for instance by a Project Manager of the Cost From an external Vendor is possible- then the invoices can be manually inserted as they come in as expense lines...

2) Are there issues with the expense line table getting too large?  Are there limitations on records retention?

No issues that I know of. You could implement a policy down the line where you archive expenses that pertain to closed projects more than 2 yrs old- we assume that you would have extracted reports you needed with that data before as well. Most Companies use a policy of creating "Duplicate" expense lines- one for PRJ and one for the PRJTASK - to help in reporting for overall project and PRJTask Separately more easily

3) are we able to support multiple currency types?

I have seen a currency type field in Project and its related areas so yes

4) What else should I be aware of?

Try to stay out of Box, Project and its Satellite tables are too complexly linked to make many modifications and not see issues- ServiceNow often updates and enhances these areas,

Use Resource Plans to help predict internal costs more accurately as well as to gauge actuals when using time card/ Configure user/ group labor rates./ Never delete processed timecards- recall them / Expense lines are created for timecards once they are approved/processed they roll up for actual costs/ Resource Plans that are approved will yield their own cost plan which in turn has a monthly breakdown of costs.