Service Manager
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Working with Cost Items
•Exporting Costs to Microsoft Excel
About Cost Items
A cost item is a specific line item within a cost entity, such as an incident, service request, or service. Costs associated with a task are automatically added to an incident or service request record. You can also manually add costs to these records. These cost items are listed in the Cost Item tab of the associated record, and in the ITFM Cost Item workspace, which is then used to compile data on all costs. See About Task Costs.
Viewing Cost Items
Do one of the following:
•Log into the Service Desk Console, then open the ITFM Cost Item workspace. All cost items are listed.
•Open an incident, service request, or configuration item record, then select the Cost Item tab. (Note that not all configuration items have cost items.) Cost items associated with that record are listed.
Adding a Cost Item
•Adding a Cost Item for Tracking
•Adding a Cost with a Defined Price List Item
About Costs
Costs are added automatically from service requests, tasks, and allocations. (See About Creating Service Requests, Creating a Task or About Service Allocation.)
There are two types of costs that you can add manually:
•Ad-hoc costs: Click New ITFM Cost Item. Use this option when there are no defined cost types.
•Defined costs: Click New from Price List Item. Use this option when adding a cost with a defined cost type.
Adding a Cost Item for Tracking
This is added to the ITFM Cost Item workspace.
1.Log into the Service Desk Console.
2.Open the ITFM Cost Item workspace. All cost items are listed.
3.Click the Cost Item tab.
4.Click New ITFM Cost Item.
New ITFM Cost Item
The New ITFM Cost Item window appears.
5.Enter information into the fields.
| Field | Description |
|---|---|
| Cost Item ID | This value is automatically generated by the system. |
| Item Description | A unique name for the item. |
| Price List Item | The price list item. Choose from the drop-down list. To add an item not on the list, see Adding a Price List Item. |
| Unit Cost | Automatically generated from the price list item. |
| Qty | The number of units. |
| Unit of Measure | The unit of measure (if not automatically generated from the price list item). |
| Total Cost | Automatically calculated based on Unit Cost x Qty. |
| Cost Driver | Automatically generated from the price list item. Can be manually added if the price list item is empty. |
| Vendor | Automatically generated from the price list item. Can be manually added if the price list item is empty. |
| Recurrence Type | Automatically generated from the price list item. Can be manually added if the price list item is empty. |
| Billable | Specifies if the cost is billable to a customer. This might be generated from the price list item. |
| Capital Expense | Automatically generated from the price list item. Can be manually added if the price list item is empty. |
| Fixed Cost | Automatically generated from the price list item. Can be manually added if the price list item is empty. |
| Direct Cost | Automatically generated from the price list item. Can be manually added if the price list item is empty. |
| Notes | Notes or comments about this record. |
6.Click Save. The window closes and the cost item appears on the list.
Adding a Cost with a Defined Price List Item
1.Log into the Service Desk Console.
2.Open the ITFM Cost Item workspace. All cost items are listed.
3.Click the Cost Item tab.
4.Click New from Price List Item.
New from Price List Item
The Choose Price List Item list appears.
5.Choose a cost item from the list. The item appears on the list.
Adding a Price List Item
Price list items are used to populate the Price List Item field.
1.Log into the Service Desk Console.
2.Open the ITFM Cost Item workspace. All cost items are listed.
3.Click the Cost Item tab.
4.Click New from Price List Item.
5.From the New ITFM Cost Item window, click the search icon 
in the Price List Item field. A list of price list items appears.
6.Click Add. The New Price List Item window appears.
7.Enter information into the fields.
| Field | Description |
|---|---|
| Enabled | Makes this price list item active. |
| Item Name | A unique name for the item. |
| Item Revision | The version number. |
| Type | The type. Select from the drop-down list. |
| Recurrence Type | If the price is recurring, choose Monthly or Yearly from the drop-down list; otherwise, choose None. |
| Price | The price (without a monetary symbol). |
| Cost | The cost of the item (without a monetary symbol). |
| Unit of Measure |
The price and cost unit of measure. Select from the drop-down list: Days Hours Minutes Users |
| Description | A brief description of the item. |
| Vendor | The vendor. Select from the drop-down list. |
| Cost Driver | The cost driver. Select from the search box. |
| Cost Drive Category | Automatically entered based on the chosen cost drive. You can choose a category from the drop-down list. |
| Is Direct | Checks if the price of the item is direct. |
| Is Fixed | Checks if the price of the item is a fixed cost (as opposed to a variable cost). |
| Is Capital Expense | Checks if the item can be classified as a capital expense for tax purposes. |
8.Click Save. The window closes.
Modifying a Cost Item
1.Log into the Service Desk Console.
2.Open the ITFM Cost Item workspace. All cost items are listed.
3.Click the Cost Item tab.
4.Double-click the item to edit. The Edit ITFM Cost Item window appears.
5.Make changes as described above.
6.Click Save. The window closes.
7.Click Save.
Deleting a Cost Item
1.Log into the Service Desk Console.
2.Open the ITFM Cost Item workspace. All cost items are listed.
3.Click the Cost Item tab.
4.Select the cost item to delete.
5.Click the delete icon 
from the toolbar. The item is removed and no longer listed.
Exporting Costs to Microsoft Excel
You can export one or more of your cost items to a file and opened with Microsoft Excel or other financial software.
1.Log into the Service Desk Console.
2.Open the ITFM Cost Item workspace.
3.Select the records to export or select none to export all records. You can create a saved search to limit the records that appear. See Using Saved Searches.
4.From the toolbar, click Export Cost Item to Excel. The confirmation window appears.
5.Click Yes to export all records or click No to export only the selected records. The export confirmation window appears.
6.Choose Open with Excel to open the file immediately, or Save File to save the list to your local drive to open later, then click OK.
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