Invoice fields

The fields of the invoice form are listed below and recommendations on how to use each of them are provided.

Description

A short description of the purchase is entered in the Description field.

Related to

Using the Related to field (set to project by default), you can link an invoice to a specific service element. The following options are possible. Workflow: workflow is selected, for which the amount indicated in the Amount field below was spent. Configuration item (CI): Select configuration item (CI) for which the amount indicated in the Amount field below was spent. Contract: contract is selected, for which the amount indicated in the Amount field below was spent. First Line of Support Agreement (FLSA): The First Line of Support Agreement (FLSA) is selected for which the amount indicated in the Amount field below was spent. Project: Select project for which the amount indicated in the Amount field below has been spent. Service Level Agreement (SLA): Selects the Service level agreement (SLA) for which the amount indicated in the Amount field below was spent.

Service

In the Service field, service is automatically selected that is associated with a workflow, project, service level agreement (SLA), or configuration item (CI). If the invoice is associated with several configuration items (CI), then the service associated with the first configuration item (CI) is selected in this field. If the invoice is linked to an agreement on the first line of support (FLSA), the field remains empty.

Supplier

In the Supplier field, select the organization from which the invoice was received.

Invoice number

The number specified by the supplier in the invoice is entered in the Invoice Number field.

Order number

The purchase order number sent to the supplier is entered in the Order Number field.

Financial Identifier (ID)

The invoice number from the external financial system is entered in the Financial Identifier (ID) field.

Invoice date

The Invoice Date field indicates the date when the invoice was created by the supplier.

Unit price

The amount specified by the supplier for the purchased item is entered in the Unit Price field.

Quantity

The Quantity field indicates the number of units to be purchased.

Amount

The Amount field displays the product of the value of the Unit Price field and the value of the Quantity field. If the amount is entered in a currency other than the currency of the space, it is also displayed in the currency of the space and calculated at the exchange rate on the date indicated in the Invoice Date field.

Depreciation method

In the Depreciation Method field select the depreciation method over time. This field is available if configuration items (CI) are selected in the Related to field. The following options are available: Not depreciated – the cost of the CI does not decrease over time. Double balance reduction – the cost of the CI is amortized twice as fast as with the direct line method. Balance reduction (or cost reduction) – the amount of depreciation for the period is less than the amount in the previous period. Straight line (or initial cost) – in each period, the same amount is debited during the expiration date. By the sum of the numbers is an accelerated method for calculating the depreciation of CI.

The beginning of depreciation

The depreciation start date is indicated in the Depreciation Start field.

Expiration date

In the field Expiration date indicates the number of years during which the configuration item (CI) related to the invoice is amortized. The value is taken from the Expiration date field of the linked product.

Rate

The Rate field indicates the percentage by which the Balance Reduction (or Cost reduction) method is applied reduces the cost of a configuration item (CI) per year.

Liquidation value

In the Liquidation value field, the estimated book value of the configuration item (CI) is recorded after the depreciation is completed. The value takes into account what can be received in exchange for the product at the end of its expiration date.

Amortize

The Amortize checkbox is set if it is necessary to amortize the cost over time. This checkbox is available if non-configuration items (CI) are selected in the Related to field.

The beginning of depreciation

The depreciation start date is indicated in the Depreciation Start field.

The end of depreciation

The End of depreciation field indicates the date of the end of depreciation.

Notes

Any additional useful information about the invoice is added to the Notes field. It is possible to use basic text formatting in this field.

Attachments

Field Attachments (add attachment) is a link that you can use to add an attachment to the invoice. You can add multiple attachments.