A device cost is a cost recorded directly against a Spot. In this guide, you will correct an existing entry, move it to another Spot, delete an unnecessary entry and check its effect on reporting. Creating a new entry is covered in Adding another work cost or a device cost.
Open the cost and check your permissions
In the browser menu, open Assets and content → Assets, devices, tools → Assets, devices, tools, then open the page's Device costs tab. You can also open an individual Spot's form and its Device costs tab. Open an entry by clicking its name in the Cost name column.
Viewing, editing and deleting each require separate permissions. These permissions may depend on the Spot's folder and the folder hierarchy. If you only have viewing permission, the form fields are read-only and the Save button is hidden. Delete is shown when you have permission to delete. If necessary, ask an administrator to check your permissions.
Use the browser to maintain the device costs covered in this guide. Other costs on Android and iOS handles work costs for tasks or service requests, rather than these separate costs recorded against a Spot.
Correct the details or move the cost
In the cost form's Basic info section, you can change the name, Spot, description, value, cost date and reference number. The name, Spot and value are required fields. The description, cost date and reference number are optional.
Cost value is the total amount of the entry. Enter the corrected total: device costs do not calculate quantity multiplied by unit price or apply an automatic customer discount. The value cannot be negative. Attachments are in the form's Files section.
If the entry belongs to the wrong Spot, change the Spot in the Select asset field. Select Save at the bottom of the form. Saving updates the same entry; changing the Spot associates the cost with the new Spot without creating a copy. The row disappears from the old Spot's open cost table.
In the main page's device cost table, you can also double-click a cell you want to edit, such as the value or cost date. The cell change is sent to be saved when you finish editing. Use the cost form to change the Spot.
Check the correction by reopening the cost. If you changed the Spot, reopen both Spots' cost lists: the entry should be absent from the old Spot and visible on the new one. Also refresh the report or the plan's actual costs you are using. Moving a cost may change totals filtered by Spot, folder or customer, as well as the actual costs of plans that include the old or new Spot.
Delete an unnecessary entry
Select Delete at the bottom of the cost form or click the trash icon on the relevant row in the cost table. Confirm the deletion in the window that opens.
You can delete multiple entries in the main table by selecting their row checkboxes and opening the selection column's action menu. Select Delete selected and confirm. Entries you do not have permission to delete may remain, so reload the list to check the result.
Deleting removes the cost entry and its attachments. It does not archive the entry, change its status or simply reset its amount to zero. Device costs do not have a status workflow tied to work completion.
After reopening the list, check that the deleted row is absent. A recalculated report and the plan's actual costs use the remaining entries, so the deleted cost no longer increases their totals. An Excel file downloaded earlier retains the data as it was at the time of export.
Distinguish between dates and table filters
- Cost date is the date entered by the user to indicate when the cost applies. It affects the year in which the cost is included in the long-term plan's actual costs.
- Created at shows when the entry was added to Spotilla. The Device costs report's time period and time grouping are based on this timestamp.
- Updated at shows the entry's most recent update time. It does not change how the report allocates the cost based on its creation time.
Filter the table using the search fields below the column headings. The date filters in the Cost date and Created at columns apply to different information. If you cannot find an entry, also check the other active column filters. The Updated at column is hidden by default; you can show it using the column icon in the table's header row.
Export view to Excel in the main table's toolbar exports the table to Excel with the visible columns. Wait for the data to load and check the filters, rows and columns before exporting. The export contains the table's data; it is not a separate report of cost totals.
Interpret the Device costs report
Open Report pages from the menu and select a report page. An administrator can add the report using the Add new report button in the page's toolbar and selecting Device costs. A new report defaults to a stacked column chart, monthly grouping and the previous calendar year. Adding reports and saving the page are covered in Adding and arranging a report.
Open Settings in the report's header row. Select Tme period for the data and Time grouping for data. The time period determines which entries are included, while time grouping determines whether they are displayed by day, week, month or year. An administrator can save the changes using Save Settings in the header row. The time options are explained in more detail in Report time periods and filters.
The report sums the saved values of the included device costs based on their creation time. It shows cost totals, rather than averages, percentages or revenue. Work costs for tasks and service requests belong in a separate work cost report. The total for a period is rounded to two decimal places; in a grouped report, each group's total for the period is rounded. This does not mean that a cost's saved value is automatically rounded to cents.
You can filter the data by folder, Spot, customer and Spot status, and group it by folder, Spot or customer. Status means the Spot's current status, rather than the cost's status or the Spot's status when the entry was created. Permissions restrict the data included in the report.
A folder filter also includes subfolders. A customer filter follows the customer's folders and their subfolders, while customer grouping uses the customer assigned directly to the Spot's folder. If no folders visible to the user are found for the selected folder or customer, the filter does not leave this report empty. If necessary, check the result by filtering directly for the Spots you want.
Without filters that restrict the data, grouping by Spot shows at most 25 Spots. Spots with positive costs during the reporting period are selected in order of the Spot's most recent update time, rather than by the largest cost total. Filter for the Spots you want or use an ungrouped total if you need a comprehensive overall figure.
Device cost tables exclude old entries linked to a task or service request. The Device costs report and the plan's actual costs do not apply the same exclusion. Old data may therefore cause a difference between the list and the report.
Compare with the long-term plan's actual costs
The long-term plan's actual costs combine device costs for Spots linked to the plan and visible to the user with work costs for their tasks and service requests. The year for a device cost is determined by the Cost date field or, if it is empty, by the creation time in the customer account's time zone. The year for a work cost is determined by its creation time. Costs allocated to the years covered by the plan are included.
For example, a €120 device cost created on 15 June 2026 with a cost date of 15 June 2025 increases the device cost report's 2026 total by €120. In the plan's actual costs, the same cost increases the 2025 total by €120 if that Spot and year are included. Correcting the cost date may change the year used for the plan's actual costs, but not the creation year used in the report.
Do not record the same cost again as a work cost just to make it appear in another view: the plan's actual costs may then include the same cost twice. When comparing, check the Spot, permissions, years and cost types. Using the plan view is covered in Plan forecast and actual costs.