Add a new cost unit
In the menu section Cost Units, you'll find all the cost units added in Spend Cloud. Here, you can manually add a cost unit or import cost units. From the overview, you can also link organizational units and books.
Cost units are an optional field and must be enabled within the configuration settings.
Adding a New Cost Unit
When manually adding a new cost unit, the number you enter must match the number in the financial package. By selecting 'Yes' for 'Use as Empty Value', this cost unit will not be included in an export to the financial package. Additionally, the value won't be overwritten during an import.
At the top, you can click 'Save' to definitively add the new cost unit.
If you're using an import definition for cost units, it's best to process changes through the import rather than adding or modifying them manually.
Importing Cost Units
When utilizing an import definition for cost units, you can add new cost units or update existing ones through an import.
At the top of the cost unit overview, you'll find the 'Import Cost Units' button. Clicking this button allows you to upload a file with all the cost units. This updates all existing cost units in Spend Cloud and adds new ones.
If a Web Service is in use, you only need to select the appropriate import definition and click 'Import'. This way, the data is directly retrieved from the financial package through the Web Service.
Linking Organizational Units
If your organization uses the Invoice Processing module, you can link various organizational units to a single cost unit from the Cost Units overview.
Click on the three dots at the end of a row in the Cost Units menu section, then click 'Link Organizational Units'. Subsequently, select the organizational units you want to link. You can also select all units by checking the top box in the gray bar.
Confirm the linkage with 'Save' or cancel using the 'Back' button. You can also link an organizational unit to multiple cost units within the Structure menu section. However, when adding a new cost unit, it's more practical to link it with multiple organizational units here. It's not possible to establish links with passive organizational units.
Don't see this option? It's possible that the cost units haven't been set up per organizational unit in the configuration settings. Thus, they don't need to be linked here.
Setting Workflow
If your organization uses the Invoice Processing module, you can establish a specific workflow for a cost unit from the Cost Units overview. This helps limit choices when coding invoices.
Click on the three dots at the end of a row in the Cost Units menu section, then click 'Set Workflow'. Next, for each Organizational Unit, choose the associated action, review, or code, and select an employee.
Confirm the linkage with 'Save' or cancel using the 'Back' button. If you want to establish multiple workflows and your Spend Cloud environment has the import definition "Cost Units (workflow)", you can also set up several cost unit workflows using a CSV file. The field layout for the CSV file can be found in the import definition.
Linking Books
If your organization uses the Cash & Card module, you can link books to a cost unit from the Cost Units overview, making this cost unit available in the respective book.
- Click on the three dots at the end of a row in the Cost Units menu section, then click 'Link Books'.
- Next, select the books you want to link. You can also select all books by checking the top box in the gray bar.
- Confirm the linkage with 'Save' or cancel using the 'Back' button.
Removing / Setting Cost Unit to Passive
By clicking on the cross / pencil, you can either remove or edit the cost unit. We always recommend setting master data to passive instead of deleting it. To set the cost unit to passive, in this case, click the pencil and then change the status to 'passive'.
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