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View expenses in the general ledger

View expenses in the general ledger

You can view records in any of the general ledger tables and make changes if necessary.

Before you begin

Role required: cost_transparency_admin, cost_transparency_analyst

Procedure

  1. Navigate to Financial Modeling > Workbench and navigate to the review stage of the workbench.
  2. Open the link in the number of Groomed lines that are generated in the Others section.
  3. Modify the fields on the form as appropriate (see table).
  4. Click Submit.
    Figure 1. Groomed General Ledger Data form
    The Groomed General Ledger Data form
    Table 1. Groomed General Ledger Data form
    Field Description
    Number Auto-generated identification number for the general ledger data record.
    Account name Name of the account.
    Amount The amount of the expense.
    Currency Currency that the expense is valued in. The currency is a three letter code defined in the Currency [fx_currency] table. If the value in this field does not match any code in the Currency table, dollar signs are displayed by default for all expenses. Make sure that your expenses in all general ledger forms are in the same currency as your system currency.
    Posting date The date of when this expense was incurred.
    Import set The import set containing the data that you imported into the instance.
    Groomed expense [General Ledger Cleansed Data form]

    A reference to the corresponding record in the Groomed General Ledger Data table.

    Cost center Cost center this expense applies to.
    Department Department associated with this expense.
    State The current state of the record:
    • Unallocated: Allocations for this expense are not allocated.
    • Allocated: This expense has been allocated.
    • Locked: The general ledger expense is locked so that its allocation lines cannot be reverted.
    Account number Account number this expense applies to. This field is mandatory on the Cleansed General Ledger Data form to ensure that all cleansed expenses appear in an account in the Bucketing stage of the workbench.
    Document amount Amount of the original expense document.
    Document currency Currency that the original expense document uses. As with the Currency field, the value in the field is a three letter code defined in the Currency table.
    Document date Date on which the original expense document was issued.
    Staged expense [General Ledger Cleansed Data form]

    A reference to the corresponding record in the General Ledger Cleansed Data table.

    Grooming rule [General Ledger Cleansed Data form]

    The condition that the workbench uses to filter expenses that are put in buckets.

    Location The location of where the expense was incurred.
    Vendor The vendor record that is referenced from the Company [core_company] table.
    Description Detailed description of the expense.
    Cleansed expense [General Ledger Staged Data form]

    A reference to the corresponding record in the General Ledger Cleansed Data table. The expense in the General Ledger Cleansed Data table that is automatically created when you create an expense in the General Ledger Staged Data table.

    Bucket [Groomed General Ledger Data form]

    Bucket that this expense is associated with.

    Sub-bucket [Groomed General Ledger Data form]

    Sub-bucket that this expense is associated with.

    Fiscal period [Groomed General Ledger Data form]

    Period during which this expense occurred.

    Local amount The amount represented in the local currency.
    Local currency The currency associated with the account.
    Segments Expense amounts for the segments that are defined in the IT chart of accounts.
    Related Lists
    Cost Allocations [Groomed General Ledger Data form]

    Allocation lines created from this expense.

    General Ledger Cleansed Data [Groomed General Ledger Data form]

    The records in the General Ledger Cleansed Data table that created the groomed expense records after the expenses are put into buckets.