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 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.
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. 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.
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.
