Record an incidental expense

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 All > Field Service > Work Order > All 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.

   Table 1. Incidental expense form fields

   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.
   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.
   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.
   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.

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.

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 Service > Agent > Incidentals.