Expense line fields for Enterprise Asset Management
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Summary of Expense line fields for Enterprise Asset Management
This document provides a detailed explanation of the expense line fields used within the Enterprise Asset Management (EAM) application in ServiceNow. These fields enable customers to accurately record and manage expenses related to enterprise assets, ensuring proper tracking, categorization, and financial accountability.
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Key Fields and Their Purpose
- Number: Auto-generated unique identifier for each expense line to facilitate tracking.
- Date: Automatically set to the current date when creating an expense line.
- Inherited: Indicates if the expense line inherits attributes from a parent expense line. When enabled, fields such as Source ID, Asset, Contract, User, Configuration Item, Task, and Cost Center are inherited and locked from editing.
- Source ID: Links the expense line to a specific enterprise asset. Selecting this populates related source form fields automatically.
- Amount: Represents the cost associated with the enterprise asset. Negative values can be used to indicate credits. This field supports multiple currencies.
- Process Date: The date and time when the expense line is processed.
- State: Current status of the expense line.
- Summary Type: Categorizes the expense line into one of three business impact areas:
- Grow Business – expenses that support business growth
- Run Business – expenses that support ongoing operations
- Transform Business – expenses that support business transformation
- Short Description: A brief explanation of the expense line.
Source Form Fields Associated with Expense Lines
- Asset: The enterprise asset linked to the expense line.
- Fixed Asset: The container asset holding one or more enterprise assets, auto-populated if applicable.
- Contract: The contract associated with the selected asset.
- User: The individual assigned to the asset.
- Configuration Item (CI): The configuration item linked to the expense line.
- Task: The task associated with this expense line.
- Cost Center: The financial entity responsible for the asset’s costs.
Practical Impact for ServiceNow Customers
Understanding and properly utilizing these expense line fields allow ServiceNow customers to:
- Maintain accurate financial records tied directly to enterprise assets.
- Track expenses consistently with automated field population and inheritance options to reduce data entry errors.
- Classify expenses based on business impact, supporting better financial analysis and decision-making.
- Link expenses to contracts, users, and cost centers for comprehensive asset management and accountability.
Related Concepts
For extended asset management capabilities, customers should consider related EAM concepts such as domain separation, asset audit fields, contract and maintenance plan fields, and asset disposal processes. These concepts complement expense line management by providing a broader context for asset lifecycle and financial governance.
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. |