PO Number for the Expense Line in Software Entitlement

[Annie7]

I would like to ask if anyone have the situation below or any suggestion on how to put PO number for the expense line if I don't want to create custom field.

When I add a Software with License Type "Perpetual + Maintenance", I add the PO number in Entitlement table for the perpetual license.  It will create one expense line as default.  When I do maintenance renewal each year and add more expense lines for this entitlement, I cannot put the renewal PO number in the Expense Line. There is no OOTB field called PO number for the expense line.  I am not sure how ServiceNow designed to manage the renewal expense and how we can put the PO.  Did I do wrong way?  Thanks in advance if anyone could provide suggestion.  

[Amarjeet Pal · Accepted solution]

Hello @Annie7 ,

If you don't want to create a custom field, one option could be to use an existing field on the expense line record to store the PO number. For example, you could use the `description` or `comments` fields to enter the PO number.

Alternatively, you could consider using a related table to track PO numbers for each expense line item. For example, you could create a new table called `Expense Line PO Numbers` with fields for `expense_line_item`, `PO_number`, and any other relevant information. You could then add a related list of PO numbers to the expense line form and populate it as needed.

Another option would be to use tags or labels on each expense line item to indicate the associated PO number. This would allow you to easily search and filter expenses by PO number without having to add additional fields.

Thanks

Amarjeet Pal

[Annie7]

Thank you Amarjeet, that is helpful. 

[Michael Glanert]

Annie, what you are describing is the real world and unfortunately the the SAMPro tool does not facilitate a link to a PO.  
I recognized the exact same thing, and we utilize a Just In Time software, ordering from the reseller. 

I would just enter a new expense line, reflecting that purchase.

but what we really need here from service now is that the individual purchases of licenses throughout the year should somehow augment on the top level and the total should just be adjusted to reflect

I also want to auto populate, the license owner and request her that would be auto populated from the PO

this is what I see lacking

but exactly to your point every year on specific licenses and subscriptions for that matter to expire, and I new expense line reflecting the maintenance level of service and coverage, start and end dates are important

then a simple dashboard to see not only compliance, but the end date to which maintenance or a subscription ends 

this gives us the real world scenario of predicting capital spend in the next fiscal year

it is clear that one entitlement = one software title