Actual Cost Items
The records of the Actual Cost Item (actual_cost_item) table contain information about the actual cost items of the budget for a specific service, task or contract. They can be associated with a specific budget or a cost center.
Roles required:
- Create, edit – admin or finance_manager
- Read – admin, finance_manager, or finance_agent
No one can delete actual cost item records.
Create an actual cost item
To create an actual cost item record, follow these steps:
- Navigate to Budgets → Actual Cost Items.
- Click New and fill in the fields.
- Click Save or Save and exit to apply the changes.
Actual Cost Item form fields
| Field | Mandatory | Description |
|---|---|---|
| Name | Y | Specify the name of the actual cost item record. |
| Amount | Y | Enter the actual cost amount. |
| Currency | Y | Select the currency that was used to specify the cost amount. For new records, the field is automatically completed with the default currency code specified in the currency.default system property. You can change this value. |
| Amount in default currency | N | The actual cost amount converted to the Default currency. This field is read-only. The amount is calculated automatically based on the Currency Exchange Rate (currency_exchange_rate) table data for the Currency and Default currency on the specified Date:
The value is rounded to the number of digits to the right of the decimal separator specified in the currency.default_currency_amount.rounding system property. Activate the Set amount in default currency in Actual Cost Items script to automatically calculate the Amount in default currency in existing records. |
| Default currency | N | The system's main currency. This field is read-only. You can specify the default currency in the currency.default system property. Activate the Set amount in default currency in Actual Cost Items, script to automatically specify the Default currency in existing records. |
| Budget | Y | Specify the budget record which the cost item is created for. |
| Budget item | Y | Specify the budget item record which the actual cost item is related to. |
| Cost center | N | Specify the cost center which the cost item record is created for. |
| Planned cost item | N | Specify the planned cost item which the record is related to. |
| Cost type | Y | Select a cost type. Available options:
|
| Contract | N | Specify the contract based on which the payment is made. |
| Task | N | Specify the task which this cost item is related to. |
| Purchase request | N | Specify the related purchase request. |
| Configuration item | N | Specify the configuration item related to the current cost item. |
| State | N | Select the record state. Available options:
|
| Date | Y | Specify the date of the payment made. |
| Fiscal period | Y | Specify the fiscal period for the cost item. |
The Activity Feed widget containing the History of the record updates is available on the form of a saved record.
Each actual cost item record receives a unique displayable name after saving the record. The name is generated according to the following template: ACIXXXXXXX Name. Example: ACI0000032 Expenses for replacement equipment.
Actual Cost Item scripts
Role required: admin.
Calculate the Amount in default currency in existing records
Activate the Set amount in default currency in Actual Cost Items scheduled script to automatically fill in the Default currency field with the currency.default system property value, and the Amount in default currency field with the amount calculated from the Currency Exchange Rate (currency_exchange_rate) table data.
The script applies to the existing records of the Actual Cost Item (actual_cost_item) table and its child tables if their Default currency field is empty or its value differs from that specified in the currency.default system property.
To activate the script, complete the following steps:
- Navigate to System Scheduler → Scheduled Scripts.
- Find and open the Set amount in default currency in Actual Cost Items script record.
- Select the Active checkbox.
- Change the Run frequency field value to On demand.
- Click Save to apply the changes, then click Execute.