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.
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”).
Details, Term, and Depreciation
Quantity, unit price, and period determine the amount. With overhead costs,
quantity is dropped in favor of a single net amount.
For recurring costs, End Date and Billing Cycle are mandatory — there is
no open-ended term. Even an unlimited contract needs an end date.
If Spread Costs over Useful Life is active, the preview shows the monthly
and yearly depreciation, and when depreciation ends, 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 Description, Supplier, and, with restrictions, the end date. See
Editing Costs. How Many Journal Entries Are Created
10 devices depreciated over 3 years produce 360 journal entries. A one-year
contract over 24 months with quantity 5 produces 120 entries billed monthly,
but only 10 billed yearly. Check the number on the Summary step before
creating the entry.
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.
