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Expenses

Overview

Expenses represent monthly financial records available in a Yarken model before downstream allocation begins. Expenses can come from uploaded or manually entered financial data, planning data, or supported publishing workflows such as Cloud publishing. Actual spend is typically loaded into a Spend model, while planning data is loaded into Budget and Forecast models. Cloud publishing can also create corresponding records in Expenses for the selected Spend model.

Expenses are the starting point of the Yarken cost model. Once loaded, expense data becomes available for Cost Pool allocation and then flows through the downstream model.

The typical flow is:

Expenses → Cost Pools → Towers → Assets → Solutions → Consumers

Use the Expenses section in Yarken Designer to load, view, edit, and manage monthly spend, budget, or forecast data.

What expenses include

Expenses may include:

  • Monthly actual costs from the general ledger

  • Journal-level spend records

  • Budget and forecast data used for planning

  • Published Cloud spend created from Cloud Usage Data

  • Published AI spend created from AI Usage Data, identified by Source = AI.

  • Cloud-published records that retain supported financial and Cloud context from the source data

  • Monthly records loaded into a selected model type

  • IT-related expenditure categorized as:

    • OpEx – operational expenditure

    • CapEx – capital expenditure

Each month tile shows the loaded expense amount and the last load date.

Cloud-published Expenses

When Cloud spend is published from Cloud Usage Data, Yarken creates corresponding records in Expenses for the selected Spend model.

Published Cloud records:

  • are identified with Source = Cloud,

  • retain supported financial and Cloud attributes that are populated in the source data, and

  • can use those attributes in supported downstream workflows, including reporting, Analytics, and allocation rules.

Depending on the source record, published Expenses can include attributes such as Entity, Account, Cost Center, Vendor, Provider, Asset, AI Service, Team, and other supported Expenses attributes.

Note: The values available on a published Expense depend on the fields populated in the source Cloud data before publishing.

When Cloud publishing creates or associates a Cloud Asset, the corresponding value appears in the Asset field on the Expense record. If the source Cloud Asset Name is blank, the published record can use Unknown according to the Cloud publishing behavior.

AI-published Expenses

When you publish AI spend from AI Usage Data, Yarken creates corresponding Expense records in the selected Spend models.

These records are identified by Source = AI, allowing you to distinguish AI usage costs from Cloud-published expenses.

You can review the published records in Designer > Expenses for the selected Spend model and reporting month.

The Source field is automatically populated during publishing and cannot be edited.

Note: Expenses published from AI Usage Data use Source = AI. Expenses published from Cloud Usage Data continue to use Source = Cloud.

For instructions on publishing AI spend, see AI Usage Data.

Why expenses matter

Expenses are used to:

  • provide the source spend for the TBM model,

  • enable Cost Pool allocation,

  • support budget and forecast comparisons,

  • provide transaction-level reporting,

  • support variance and trend analysis,

  • enrich downstream reporting across Towers, Solutions, and Consumers.

If expenses are missing or incomplete, downstream allocation and reporting will also be incomplete.

Key capabilities

The Expenses area supports:

  • Monthly data loading
    Load spend, budget, or forecast data by month.

  • Manual expense creation
    Add individual expense records directly in the application.

  • Bulk upload
    Upload expense files using supported templates.

  • Expense review and filtering
    Search, filter, group, and inspect expense records by key dimensions.

  • Editing GL spend records
    Update supported GL line items directly in the application.

  • Upload rules
    Standardize or enrich expense data during upload.

  • Uploaded file tracking
    Review upload status, mapped fields, and loaded records.

Expense fields

Field name

Description

Expense Type

Defines the type of expenditure, such as OpEx or CapEx.

Note: If Expense Type is not mapped or left blank in the uploaded file, Yarken automatically sets the value to OpEx by default. Values assigned via an Upload Rule override this default.

Account Code

The general ledger account code associated with the expense.

Cost Center Code

The cost center responsible for the spend.

Amount

The actual spend amount for the expense record.

Transaction Date

Date when the spend or financial transaction occurred.

Foreign Amount

Spend amount in a foreign currency, if applicable.

Foreign Currency

Currency used for the foreign amount.

Exchange Rate

Rate used to convert the foreign amount to the reporting currency.

Vendor Code

Vendor identifier from the financial system.

Application ID

Application associated with the spend record.

Invoice

Vendor invoice number. This can support invoice drill-down and linkage to purchase orders or contracts.

Journal ID

Identifier for the journal entry or transaction. Multiple records can reference the same Journal ID.

Journal Line

Line description associated with the journal entry.

Project ID

Project identifier from project portfolio or related systems.

Entity Code

Entity responsible for the expenses. Defaults to the Default entity code if unspecified.

RGT Model

Run, Grow, Transform classification.

Cost Type

Cost classification, such as Cloud Accrual, Cloud Invoice, or Cloud Accrual Reversal.

SKU

Stock keeping unit or product/service identifier.

Cost Pool

Cost Pool associated with the expense, if already known.

Sub Cost Pool

Sub Cost Pool associated with the expense.

Tower

Tower associated with the expense, if already known.

Sub Tower

Sub Tower associated with the expense.

Exclusion Type

Used to mark expenses that should be excluded from GL transaction processing or downstream use.

Provider

Provider associated with the expense. For Cloud-published records, this value can be carried from the source Cloud data.

Asset

Asset associated with the expense. For Cloud-published records, this can contain the corresponding Cloud Asset.

AI Service

AI service associated with the expense when the value is available in the source data.

Team

Team associated with the expense when available in the source or published record.

Source

Identifies the origin of the expense record. Cloud-published records use Cloud.

Note: Available fields can vary depending on how the Expense record was created and which source attributes were populated.

Next step

Load expenses

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