How do I process an Expense Line on Demand and Project?

[AndresGT1]

Hi Everyone,

I've been wondering if the Expense Line gets processed manually by a certain user or is it done automatically by a specific action on demand/project.

Have been doing research and now I understand the functionality before and after it's processed, but I'm still missing that part on if it's done automatically through a certain action or condition or manually by a user.

Any information would help.

Thanks a lot!

[Miguel Donayre]

Hello Andres,

On the Expense line for there is a field called "state" you have to manually switch that to processed to do that manually. 

[Onkar Pandav]

ServiceNow includes Task & Labour Rate cards framework that derive the cost of any task or any resource to create expense lines.

One can define the hourly rate of the task like Incident, Project or Project Task, so that expense line gets created on completion of this task.

Check below thread that might be useful.

https://community.servicenow.com/community?id=community_question&sys_id=856636a4db5627002e8c2183ca96...

[Miguel Donayre]

Hello @AndresGT 

That is an excellent question and you made me dig for the answer! Thank you!

There are two ways OOTB to process an Expense Line. One is manual, setting the state from pending to process on the expense line form. The other way is automatic, this is done through a scheduled job that runs every hour. The only role that can set the state manually is the "project_manager".

Now the creation of an expense line is also done in some cases automatically, but they are not processed when created. I attached a flow graph for the expense line. 

[Miguel Donayre]

Hello @AndresGT ,

I wanted to see if your question was answered? If so, can you make my answer as the Correct Answer? 

This helps others in the community know that this post has a correct answer!

If not, let me know if further explanation needed.

Thanks,

Miguel