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Invoice Fields

Invoice Fields

The table below lists the fields of the Invoice form and provides utilization guidelines for each field.

Field Label Utilization Guideline
Description

The Description field is used to enter a short description of what was acquired.

Related to

The Related to field (by default set to Project) is used to relate the invoice to a specific service item:

  • Workflow: the related field is set to the workflow for which the costs specified in the Amount field were incurred.
  • Configuration Items: the related field is set to the CI for which the costs specified in the Amount field were incurred.
  • Contract: the related field is set to the contract for which the costs specified in the Amount field were incurred.
  • First Line Support Agreement: the related field is set to the FLSA for which the costs specified in the Amount field were incurred.
  • Project: the related field is set to the project for which the costs specified in the Amount field were incurred.
  • Service Level Agreement: the related field is set to the SLA for which the costs specified in the Amount field were incurred.
Service

The Service field is automatically set to the service that is linked to the workflow, project, service level agreement or configuration item. If the invoice is linked to multiple CIs, this field is set to the service of the first CI that is linked. If the invoice is linked to an FLSA, this field is empty.

Supplier

The Supplier field is used to select the organization from which the invoice was received.

Invoice number

The Invoice number field is used to enter the invoice number that the supplier specified on the invoice.

PO number

The PO number field is used to enter the number of the purchase order that was sent to supplier.

Invoice date

The Invoice date field is used to specify the date on which the invoice was prepared by the supplier.

Unit price

The Unit price field is used to enter the amount that the supplier has charged per unit that was acquired.

Quantity

The Quantity field is used to enter the number of units that were acquired.

Amount

The Amount field displays the product of the Unit price field value and the Quantity field value.

If the amount is entered in a currency that is different from the currency of the account, this amount is also presented in the currency of the account using the foreign exchange rate of the date specified in the Invoice date field.

Depreciation method

The Depreciation Method field is used to select how the invoice amount is to be depreciated over time. This field is only available when the Relate to field is set to Configuration Items.

The available options are:

  • Not Depreciated – The value of the CI is not reduced over time.
  • Double Declining Balance – The CI value is depreciated at twice the rate it is done in the straight-line method.
  • Reducing Balance (or Diminishing Value) – The amount of depreciation over a period is less than the amount provided for in the previous period.
  • Straight Line (or Prime Cost) – The same amount is expensed in each period over the CI’s useful life.
  • Sum of the Years’ digits – An accelerated method for calculating a CI’s depreciation.
Depreciation start

The Depreciation start field is used to specify the date on which the depreciation period starts.

Useful life

The Useful life field shows the number of years within which the configuration item related to this invoice is depreciated. It is taken from the Useful life field of the related product.

Rate

The Rate field is used to specify the percentage with which the Reducing Balance depreciation method reduces the value of the CI in a year.

Salvage value

The Salvage value field is used to register the estimated book value of the configuration item after depreciation is complete, based on what may be received in exchange for the CI at the end of its useful life.

Amortize

The Amortize box is checked when the invoice amount is to be amortized over time. This box is available when the Relate to field is not set to Configuration Items.

Amortization start

The Amortization start field is used to specify the date on which the amortization period starts.

Amortization end

The Amortization end field is used to specify the date on which the amortization period ends.

Remarks

The Remarks field is used to add any additional information about the invoice that might prove useful.

This field allows basic text formatting.

Attachments

The Attach file… link is used to attach a file to the invoice. Multiple attachments can be added to an invoice.