Tracking the cost of CIs

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.

Do the following steps:

1. Open a CI, as described inSearching for records in the application consoles.
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 Type	Description
   1	charge-back	Select 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.
   2	Component	Select this option for the costs that are associated with a CI's component.
   3	Disposal	Select this option for the cost of an item that has been disposed off.
   4	Lease	Select this option for the cost of a leased contract or service of the item.
   5	Maintenance	Select this option for the cost of a maintenance contract or service for the item.
   6	Other	Select this option for other associated incidental costs.
   7	Purchase Price	Select this option for the purchase price of the item.
   8	Sales Tax	Select this option for the Sales tax based on the purchase price.
   9	Software License	Select this option for the cost associated with a software licence contract or service of this item.
   10	Support	Select this option for the cost associated with a support contract or service of this item.
   11	Upgrade	Select this option for the cost associated with the upgrade for this item.
   12	Warranty	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 inSearching for records in the application consoles.

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 inSearching for records in the application consoles.
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 inSearching for records in the application consoles.
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.