External Line Items

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External Line Items allow you to manage plan data that originates from external systems and bring it into Apptio Planning for visibility and analysis — without allowing end users to edit it.

Note: Admin or Budget Process Owner roles are required to manage External Line Items.

Key Features

  • External line items can be imported into the Financials (Summary and Other), Contracts, Assets, Labor and Labor Activity tabs.
  • They are marked with Is External = true upon import.
  • Cost Center Owners cannot edit external line items — they are read-only.
  • Only Admins or Budget Process Owners can import external line items.
  • Only users with ExternalLineEdit permission can edit external line items.

Import External Line Items

You can import external data from either the Legacy View or the New View.
  1. Navigate to Expenses and select the tab to import External Lines to (Summary, Contracts, Assets, Labor, Labor Activity, or Other)
  2. Choose the appropriate View:
    1. Legacy View → Click the Actions menu
      1. Select Import External Financials..., Import External Contracts..., or Import External Assets...
    2. New View → Click the ellipsis (... ) menu on the table
      1. Select Import External Financials..., Import External Contracts..., or Import External Assets...
  3. Choose Replace All (overwrite all existing external data) or Update Data (update matching line item codes).
  4. Complete the upload to commit the external line items.

Edit External Line Items

External line items can only be edited in the New View.

Users must have the ExternalLineEdit permission (granted by default to Admin and Budget Process Owner roles).

Edit a single external line
  1. Right-click the external line.
  2. Select Edit External Line to enable edit mode.
  3. Click Exit Edit Mode to return to all line items.
Edit a multiple external lines
  1. Select one or more external lines using the checkboxes.
  2. Open the ellipsis (...) menu on the table.
  3. Choose Edit selected external <line item type>..., depending on the tab you are editing.
  4. Click Exit Edit Mode to return to all line items.

Enable Edit Mode for All External Lines
  1. Open the ellipsis (…) menu on the table.
  2. Select Edit all external <line item type>…
  3. All external lines enter edit mode.
  4. Select Exit Edit Mode to save all changes and return to all line items.

Deleting External Lines
  1. While in Edit Mode, select one or more external lines using the checkboxes.
  2. Either:
    1. Right-click and choose Delete, or
    2. Use the Delete button on the table toolbar.