This documentation supports the 21.05 version of BMC Helix ITSM: Asset Management. To view an earlier version, select the version from the product version menu.

Tracking the cost of CIs

Configuration administrators use the Cost Entries table on the Financials tab on the CI Information form to work with costs that are associated with the record.

The following figure shows the Financial tab on the CI information form:

If you belong to the Asset Admin or Asset User permission groups, you can add, modify, or delete cost records with the Costs dialog box. The Sandbox option must be disabled in the Asset Management Settings to view the Financials tab on the CI form Create mode. For more information, see Configuring Asset Management settings.

After you specify costs and make any necessary adjustments, you can issue charge-back invoices to recover your expenses.

To add costs

You add costs for CIs using the Costs dialog box. If contract costs are associated with CIs, you can specify those costs in the Costs dialog box. If  BMC Helix ITSM: Change Management is installed, you can also add change costs, such as a charge for installation.

For information about allocating change costs to CIs, see Allocating costs to Configuration Items Open link .

Do the following steps:

  1. Open a CI, as described in Searching for records in the application consoles Open link .
  2. Click the Financials tab, and click Add.
    The following Costs dialog box is displayed:
  3. In the Costs dialog box, for Cost Center Code, select the cost center that you want to bill for this expense. The default value for this field is the default cost center, Unallocated
    For more information, see Knowledge Article number 000276599 (Support logon ID required).

  4. (Optional) To issue a charge-back invoice to recover this cost from another department, replace this value with another cost center code.
    When you select a cost center code, the read-only Cost Center Name field is populated. 
  5. For Cost Type, select an option:


    Cost TypeDescription
    1charge-backSelect this option to charge costs to another department. Before you can issue a charge-back invoice for this cost, select this option and specify a cost center.
    2ComponentSelect this option for the costs that are associated with a CI's component.
    3DisposalSelect this option for the cost of an item that has been disposed off.
    4LeaseSelect this option for the cost of a leased contract or service of the item.
    5Maintenance Select this option for the cost of a maintenance contract or service for the item.
    6OtherSelect this option for other associated incidental costs.
    7Purchase PriceSelect this option for the purchase price of the item.
    8Sales TaxSelect this option for the Sales tax based on the purchase price.
    9Software LicenseSelect this option for the cost associated with a software licence contract or service of this item.
    10Support Select this option for the cost associated with a support contract or service of this item.
    11UpgradeSelect this option for the cost associated with the upgrade for this item.
    12Warranty Select this option for the cost associated with a warranty contract or service of the item.

    Important

    The entries in the Sales Tax and Purchase Price fields are added to the entry in the Total Purchase Cost field. If an entry exists, when the sales tax is not zero or charged, the cost is updated. If no entry exists, a cost entry is created. If you modify these prices by using the Costs dialog box, you must also modify the Total Purchase Cost field on a CI Information form.

  6. For Description, provide a description of the cost.

  7. For Related Cost, select a currency type and specify the cost.

  8. For Date Incurred, specify the date that the cost was incurred.

  9. Click Save.

    The cost appears in the Cost Entries table, and the Total Cost field is updated.
  10. In the CI record, click Save.


After you add information about costs, you can issue charge-back invoices to other departments to recover your costs. See Managing charge-backs.

To view costs

  1. Open a CI, as described in Searching for records in the application consoles Open link .
  2. Click the Financials tab.
    The following purchase information is displayed:

    Field name

    Description

    Ownership type

    Select how this asset was acquired.

    Fixed Asset

    Specify whether or not this asset is a fixed asset. Selecting Yes means that this asset is a tangible asset; for example, a computer. Selecting No means that this asset is a nontangible or liquid asset; for example, a software package.

    Cost Center

    Specify the cost center to charge for related costs. If the CI is purchased with a purchase requisition, this field is already populated. For more information, see Knowledge Article number 000276599 (Support logon ID required).

    Budget Code

    Specify the budget code. Companies use budget codes to track expenses to specific categories. Budget codes are used in a capital or operating budget.

    Project Number

    If this cost is for a project, specify the project number.

    Accounting Code

    Specify the accounting code. Accounting codes correspond to an expense line in a general ledger. Companies use them to track specific line items. Examples of accounting codes might include 00021: Hardware or 00022: Software.

    Requisition ID

    If the CI record was created from a purchase order, or if your applications administrator has integrated a procurement program, this field is already populated.

    Order ID

    If the CI record was created from a purchase order, or if your applications administrator has integrated a procurement program, this field is already populated.

    Invoice Number

    Specify the invoice number of the CI.

    Unit Price

    Specify the unit price. If you create the CI record from a purchase requisition or from a purchase order, this field is already populated.

    Sales Tax

    Specify the sales tax. If you create the CI record from a purchase requisition or from a purchase order, this field is already populated.

    Total Purchase Cost

    BMC Helix ITSM: Asset Management calculates the total purchase cost by adding the values in the Unit Price and the Sales Tax fields.

    Purchase Date

    Specify the date the CI was purchased, or click to select a date from the calendar.

    Important: This field is available on the General tab.

  3. At the top of the Cost Entries table, select an option from the Show field to view specific types of costs.
    For example, you can select charge-back to display any charge-back costs. See Managing charge-backs.


To modify costs

  1. Open a CI, as described in Searching for records in the application consoles Open link .
  2. Click the Financials tab.
  3. At the top of the Cost Entries table, select an option from the Show field to view specific types of costs.
    For example, you can select charge-back to display any charge-back costs. See Managing charge-backs.
  4. Select a cost item in the table, and click View.
  5. Modify the fields in the Costs form. 
    For information about these fields, see the procedure To adding costs.
  6. Click Save
    The modified information appears in the record.
  7. In the CI record, click Save.

To remove costs

  1. Open a CI, as described in Searching for records in the application consoles Open link .
  2. Click the Financials tab.
  3. At the top of the Cost Entries table, select an option from the Show field to view specific types of costs. 
    For example, you can select Charge-back to display any charge-back costs. See Managing charge-backs.
  4. Select a cost item in the table, and click Remove
    The cost item is removed from the record.
  5. In the CI record, click Save.
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