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A cost entry bundles a contract, a subscription, or a purchase. It carries only header data itself; its positions carry amounts, quantities, and terms—and only positions can later be assigned to devices or users. The Capture Costs wizard creates an entry with at least one position. A shorter version—Create Position—instead adds another position to an existing entry.

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Cost Type and Category

Cost type and category together determine whether and to whom the position can later be assigned:
Not every combination is allowed—the selection cards block combinations that don’t fit, or show a hint (for example Purchase + Software → “Better as License”).

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Details, Term, and Depreciation

Quantity, unit price, and term determine the amount. For positions that are not assignable, quantity is dropped in favor of a single net amount. For recurring costs, Total Cost is calculated over the whole term, not just quantity times unit price.
For recurring costs, Billing Cycle and Term are mandatory—there is no open-ended term. Even an unlimited contract needs a term of at most 60 months. You do not enter an end date; Docusnap365 derives it from Start Date and Term.
The Notice Period stays hidden until you enable Notice Period Agreed; without a set notice period, the position ends on the derived end date.
Spread Costs over Useful Life is offered only for Purchase and License. If it is active, the preview shows the monthly and yearly depreciation and the last month of depreciation before you create the entry.
Decide cost type, category, quantity, unit price, and billing cycle while capturing: on an existing position, these fields can no longer be changed—only Name, Supplier, and, with restrictions, the Term. See Editing Costs.

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Number of Billing Periods

Docusnap365 creates one billing period per month; the quantity does not multiply the number.
10 devices depreciated over 3 years produce 36 billing periods. A contract over 24 months produces 24 billing periods, with the billing cycle Monthly as with Yearly. With Yearly, only the billing periods due each year carry an amount; the Summary step states both numbers.

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Several Positions in One Pass

Position on the Summary step adds another position without re-entering the header data. Every position is checked again before submission—if at least one is incomplete, the wizard sends nothing and names the affected positions.
The trash icon on a position block removes the position immediately, without confirmation—including one already completed. On the last remaining position, it is blocked.
Editing Costs describes positions already created. Assigning Costs to Assets describes how the assigned units are then distributed across assets.