Create an expense line

  • Release version: Zurich
  • Updated July 31, 2025
  • 1 minute to read

    • A project expense line is cost associated with a specific source, such as a user, fixed asset, or a CI. Expense lines are part of project cost plans.

    Before you begin

    Role required: it_project_manager

    Application required: Project Portfolio Management with Financials

    About this task

    Only processed expense lines are considered for projects, project tasks, and demands. You can create multiple expense lines for a project or demand.

    Procedure

    1. Open the project form.
    2. In the related lists, select Cost Plans.
    3. Right-click on a cost plan.
    4. Select Create Expense Line.
    5. On the form, fill in the details.
      For more information, see Expense line form.
    6. Select Submit.
      Note:
      • Imported processed expense lines are not rolled up to the Total actual cost field in Cost Plans.
      • If you change the Amount of a Pending expense line and change the state to Processed, the latest value is captured in expense line and the same is rolled up to Total actual costs in Cost Plans.

    Result

    Once the expense line is processed, the actual amount incurred becomes part of the cost plan.

    The actual amount spent is recorded against the project cost plan under the appropriate expense type: Capex or Opex. Not providing a cost plan reference when creating an expense line, the actual cost is recorded at the project level in the cost plan related list.

    If you create an expense line without populating the Cost Plan field, a system-generated cost plans is created.