Miscellaneous Cost Business Process
Use the Miscellaneous Cost business process to track costs that are not linked to commitments or otherwise tracked by other cost business processes.
Characteristics
This is a Project-level business process with a workflow, provided in the system template.
Record Statuses
| Status | Resulting State |
|---|---|
| Approved | terminal |
| Canceled | terminal |
| Rejected | terminal |
| Awaiting_Review | non-terminal |
| Pending_Approval | non-terminal |
| Sent_for_Revision | non-terminal |
Workflow
The default workflow for the Miscellaneous Cost business process is set up in a certain way; however, your organization might use it differently. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can approve or reject the record or send it on to others.
Creating a Miscellaneous Cost Record
Create a Miscellaneous Cost record by navigating to Actuals / Miscellaneous Cost on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing Miscellaneous Cost task that has been assigned to you from the Tasks log.
Complete the Miscellaneous Cost form and attach related documents, if needed. After completing the form, select Send, and select an action in the Workflow Actions list to determine the next step in the workflow. Select Send to route the form to the next assignee.
Note:
You must enter a value in all required fields (*) before you can save the form.- Go to your Project tab, and switch to User mode.
- In the left Navigator, select Actuals, and then select Miscellaneous Cost.
- On the Miscellaneous Cost page, select Create. Refer to the tables below to complete the form. You can select Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
- To add attachments, go to the Attachments tab, and select Attach Files
.
- After completing the form, select Send.
- On the Workflow Action Details tab, select who should receive this BP.
- If permitted, you can add users to the CC list. These users will receive a notification about this BP but are not assigned a task.
- If permitted, you can select lists of members in the Contact List section. These members also receive a notification about this BP but are not assigned a task.
- If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
- Select Send.
- In the Notification window, review the content, and select OK.
The record moves to the next step in the workflow.
Completing the Miscellaneous Cost Form
Key Information
Key Information about this Miscellaneous Cost record
| Field Name | Access | Description |
|---|---|---|
| Payment No. | Editable | Indicates the payment number, which might include the check number, wire number, electronic funds transfer (EFT) number, and so on. |
| Amount | Read-Only | Total amount (sum of amounts for all line items) |
| Title | Editable | Title of the record |
| Miscellaneous Cost Type | Editable | Type of Miscellaneous Cost, which is used for classification and reporting |
| Effective Date | Editable | Enter the date this record takes effect. |
| Due Date | Editable | Target completion date for this record. A default duration has been set by your administrator but can be overridden here for this record. |
Description
Change the description, assumptions, justification, and anything else needed for this Miscellaneous Cost.
| Field Name | Access | Description |
|---|---|---|
| Short Description | Editable | Enter a description of 250 characters or fewer. |
| Detailed Description | Editable | The detailed information about the short-description field. The field size can be expanded. |
Vendor Information
Details of the Vendor for this Miscellaneous Cost, if applicable
| Field Name | Access | Description |
|---|---|---|
| Vendor | Editable | Select the vendor for this record. |
| Vendor Name | Editable | The name or nickname for this vendor. This field will be automatically completed if you select a Vendor record, or you can manually enter it if no Vendor record exists. |
| Legal Vendor Name | Editable | Lists the legal vendor name if the vendor name is different from the vendor full legal business name, the vendor has a name longer than 50 characters, or both. |
| Vendor ID | Editable | Populates based on the selected Vendor. Can be manually completed if no Vendor record exists. |
Record Information
System information about this record
| Field Name | Access | Description |
|---|---|---|
| Record Number | Read-Only | System-assigned record number |
| Status | Read-Only | Record status for a workflow BP record is based on the workflow action preceding the current workflow step. |
| Creator | Read-Only | Creator of this record |
| Creation Date | Read-Only | Date that the record was created |
| Record Last Update Date | Read-Only | Date that the record was last updated |
| Business Process Record URL | Read-Only | A shareable link to this record, for anyone with the necessary permissions |
| Project Name | Read-Only | Name of the project |
| Project Number | Read-Only | Unique Project Number |
Currency
If the currency of this Miscellaneous Cost is different from the project currency, specify it here. If you must override the project or base currency exchange rates, use the override fields.
| Field Name | Access | Description |
|---|---|---|
| Transaction Currency | Editable | If there are multiple currencies defined, use this field to specify a currency other than the project currency. |
| Rate in Project Currency | Read-Only | Exchange rate that will be used to calculate the Project Currency Amount. This will be set after the record is saved, submitted, or sent forward in the workflow. After it is set for a record, it cannot be changed. |
| Project Currency Amount | Read-Only | This field shows the amount of the transaction, according to the project currency. |
| Project Currency Rate Override | Editable | Overrides the project currency exchange rate for this record. This can only be specified on the first step of the workflow. |
| Base Currency Rate Override | Editable | Overrides the base currency exchange rate for this record. This can only be specified on the first step of the workflow. |
Consolidating Line Items
Miscellaneous Cost line items can be consolidated from the following business processes:
- Actual
- Budget Change
- Change Order
- Change Request
- Contract
- Estimate
- Forecast
- Initial Budget
- Invoice
- Journal Entry
- Miscellaneous Cost
- PO Amendment
- Purchase Order
- Timesheet
Completing the Line Items tab
General
Cost Code for this Miscellaneous Cost line item
| Field Name | Access | Description |
|---|---|---|
| Cost Code | Required | Enter a cost code. |
| Code Name | Read-Only | Populates the code name of the selected cost code |
Miscellaneous Cost Details
Cost for this line item. This can be entered as either a lump sum or a unit rate.
| Field Name | Access | Description |
|---|---|---|
| Item Quantity | Required | Enter the item quantity. |
| Unit of Measure | Editable | The unit-of-measure used when reporting costs per project unit |
| Item Unit Cost | Required | Enter the item unit cost. |
| Amount | Read-Only | Amount of this line item |
Description
Description for this Miscellaneous Cost line item.
| Field Name | Access | Description |
|---|---|---|
| Short Description | Editable | Enter a description of 50 characters or fewer. |
| Detailed Description | Editable | Enter any additional information to the short description. This field can be expanded. |
Custom Fields
The Miscellaneous Cost Line Item Custom Fields block is reserved for future use by your organization.
| Field Name | Access | Description |
|---|---|---|
| Miscellaneous Cost Line Item Picker UDF 1 | Disabled | Reserved for future use by your organization |
| Miscellaneous Cost Line Item Text 255 UDF 1 | Disabled | Reserved for future use by your organization |