Budgeted line items for enterprise contracts for desktop software

Learn more about the information that is recorded for budgeted line items.

The max number of budgeted line items that you can add is 50.   

The max number of line items for variable tiered type costs that you can add is 10. 

If you need to add more, contact your Customer Success Manager.

Start Date and End Date  

The start date is the date that the contract is activated. The start and end dates are automatically populated with the start and end dates that are entered when you add the contract. 

Type 

To differentiate the type of costs and how they’re calculated for each item.

One time

For example, you want to capture the costs of a service that you are unlikely to use again.

Fixed

For example, you want to capture the cost of the initial setup.

Alternatively, you can use the fixed cost type for a variable cost. Let’s say you have purchased a cloud storage service. One terabyte (TB) costs $100 per year, 2 TBs cost $150 per year, and so on. Based on your current storage usage and growth forecasts, you know that you will use about 0.5 TB of cloud storage. You don’t get a rebate for using less storage, so you add $100 as a fixed instead of a variable cost for the current year.

Variable

For example, You want to capture the minimum cost of a payment that might change such as the cost of a support service. In this case, you want to know that, unlike fixed or one-time costs, the cost of variable line items can change and might result in an underestimation of the actual cost.

Variable (tiered)

For licenses with tiered cost rates such as licenses with variable rates. In this case, you want to itemize the costs so that you can estimate the maximum cost of the line item and its potential impact on your budget.

Currency

By default, you can choose one of these currencies:

• EUR (Euro)
• GBP (British pound sterling)
• USD (United States dollar)

Payment Date

The date of the first payment.

Payment Schedule

The payment schedule for the contract, which can be annually, quarterly, or monthly.

Metrics

You can tag the types of metrics for variables and variable (tiered) costs. By default, the following tags can be selected:

• # API Calls
• # Assets
• # Emails Sent
• Storage
• # Users

Tip
Edit default or add additional tags for metrics. From the menu select Data Model > Objects, and then select Contract Line Item Metrics. For example, if you want to use Storage as a metric, why not add the storage unit such as Storage (GB).

Number of payments and term

To calculate the annual cost and the total cost of the contract, you enter the number of payments and the term. Let's say, you pay once a month. Then you enter 1 in the # payments field and you select Months from the list of terms.

Status values for line items

 The contract line item is active because today’s date is the effective date or today's date is after the after the effective date.

The contract line item is inactive because the effective date is later than today’s date.

The contract line item is inactive because its end date is earlier than today’s date.