Expense line fields for Enterprise Asset Management
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Summary of Expense line fields for Enterprise Asset Management
The Enterprise Asset Management (EAM) application provides detailed expense line fields to track and manage costs associated with enterprise assets. These fields enable ServiceNow customers to precisely record, categorize, and associate expenses with assets, contracts, users, and related financial entities, ensuring accurate cost tracking and reporting within asset management processes.
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Key Fields and Their Practical Use
- Number: Automatically generated unique identifier for each expense line, facilitating easy tracking.
- Date: Automatically set to the current date when creating the expense line, marking the record creation time.
- Inherited: Indicates if the expense line is derived from a parent expense line. When enabled, several fields (such as Source ID, Asset, Contract, User, Configuration Item, Task, and Cost center) are inherited and locked for modification, maintaining consistency across related expense lines.
- Source ID: Associates the expense line with a specific enterprise asset. This selection auto-populates related asset fields, streamlining data entry.
- Amount: Represents the cost attributed to the enterprise asset. Negative values can be entered to reflect credits. The field supports multiple currencies, allowing flexibility for global operations.
- Process date: Records the date and time when the expense line is processed, important for financial audits and timelines.
- State: Tracks the current status of the expense line.
- Summary type: Categorizes the expense line into one of three business impact categories—Grow Business, Run Business, or Transform Business—helping organizations align expenses with strategic objectives.
- Short description: Provides a brief explanation or context for the expense line entry.
Associated Source Fields
These fields link the expense line to other key asset management entities, enhancing traceability and financial responsibility mapping:
- Asset: The enterprise asset connected to the expense.
- Fixed asset: The container asset holding the enterprise asset, automatically filled if applicable.
- Contract: Contract associated with the enterprise asset, linking expenses to procurement agreements.
- User: The individual assigned to the asset, useful for accountability.
- Configuration item (CI): IT or infrastructure CI related to the expense.
- Task: Specific task linked to the expense line, supporting operational tracking.
- Cost center: Financial entity responsible for the asset’s expenses, critical for budgeting and chargeback processes.
Benefits for ServiceNow Customers
- Enables precise financial tracking of enterprise asset expenditures within ServiceNow.
- Supports inheritance to maintain consistency and reduce data duplication across related expense lines.
- Facilitates categorization of expenses by business impact, aiding strategic financial planning.
- Automatically populates related asset and financial fields to streamline data entry and reduce errors.
- Allows for multi-currency amounts, accommodating global asset management needs.
A detailed description of all expense line fields in the Enterprise Asset Management application.
Expense Line
| Field | Description |
|---|---|
| Number | Unique number that is used to identify and track the expense line. This field populates automatically. |
| Date | Date on which you are creating the expense line. This field is automatically set to the current date. |
| Inherited | Option that indicates if the expense line is inherited from a parent expense
line. If you enable this option, the Parent field
appears below the Inherited field. In the
Parent field, search for and select the parent expense
line that this expense line is inherited from. The following fields are then
inherited from the parent expense line and can no longer be modified:
|
| Source ID | Enterprise asset that you want to associate with the expense line. Based on the enterprise asset that you select, the corresponding fields in the Source form section populate automatically. |
| Amount | Cost of the enterprise asset that you want to associate with the expense
line. To indicate that you have received a credit towards the enterprise asset,
enter a negative number. Note: You can set this field to any currency of your
choice. |
| Process date | Date and time at which the expense line is processed. |
| State | State of the expense line. |
| Summary type | Expense line category. Select one of the following options:
|
| Short description | Brief description of the expense line. |
Source
| Field | Description |
|---|---|
| Asset | Enterprise asset that you want to associate with the expense line. |
| Fixed asset | Fixed asset that contains the selected enterprise asset. A fixed asset is a container that holds one or more individual assets. If the enterprise asset that you selected in the Asset field is contained within a fixed asset, the Fixed asset field populates automatically. |
| Contract | Contract that the selected enterprise asset is associated with. |
| User | User who the selected enterprise asset is assigned to. |
| Configuration item | Configuration item (CI) that is associated with the expense line. |
| Task | Task that is associated with the expense line. |
| Cost center | Cost center that is financially responsible for the selected enterprise asset. |