ITAM Actual Cost Item

The information about cost center funds spent to purchase or maintain assets is stored in the ITAM Actual Cost Items (itam_actual_cost_item) table.

Actual cost item records are created automatically for completed asset registration tasks where Purchase is specified in the Reason field. The records can be created manually as well by a user with the itam_finance_manager role.

To access the records in the ITAM Actual Cost Item (itam_actual_cost_item) table, in the agent interface, navigate to ITAM → Budget → ITAM Actual Cost Items.

ITAM Actual Cost Item records can also be found in the related lists of corresponding assets and purchase requests.

tip

Roles required:

• Read – itam_finance_agent.
• Create, update – itam_finance_manager.
• Delete – admin.

UI action	Description
Delete	The button is available when the actual cost item is in any state except Allocated. The button is located in the burger menu .

ITAM Actual Cost Item form fields

note

For automatic registration, the system uses application logic to populate the following information, facilitating the completion and updating of related forms and enabling a quick search for asset details:

• actual costs
• purchase request field values
• registration task field values
• asset form field values
• contract field values
• information about the cost center, date, and cost amount

Field	Mandatory	Description
Name	Y	Actual cost item name. If the record was created automatically after registering a purchased asset, the name is generated as Purchase + asset number. For example, Purchase A00017343.
Total including VAT	Y	The field is completed automatically with the value from the Price with VAT field of the Specification item record related to the asset specified in the Asset field.
Currency	Y	The field is completed automatically with one of the following values: the currency value from the related specification item in case of automatic registration the default value specified in the currency.default system property in case of manual registration.
Budget	N	Specify the budget used to purchase the asset.
Budget item	N	Specify the budget item related to the actual cost item.
Cost center	N	Specify the cost center.
Planned cost item	N	Specify the planned cost item of the budget.
Contract	N	Specify the contract related to the asset purchase request.
Task	N	Specify the registration task of the asset for which the current actual cost item was created.
Purchase request	N	The purchase request used to acquire the asset.
State	N	Allocated – the actual cost item record cannot be deleted in this state. Not allocated – the actual cost item enters this state if it was created as a result of registering purchased assets. Canceled
Date	Y	Asset acceptance date.
Fiscal period	N	The field is completed automatically with the fiscal period Month or the shortest period that covers the date specified in the Date field. Changing the value in the Date field also changes the value in the Fiscal period field. You can change this value.
Cost type	N	CAPEX OPEX
Asset	N	The asset acquired through purchase and registered.
Configuration item	N	The CI record the asset is related to.