Adding and managing cost units
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. If wou wish to enable this, please contact your implementation consultant or the support department(only for application managers).
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 set up a specific workflow for a single cost unit directly from the cost unit overview. This allows you to automatically populate an organizational unit, action, and employee or group for each cost unit. Does your Spend Cloud environment work with multiple administrations? Then you can set up a workflow per administration for each cost unit.
- Click the three dots next to a line in the cost unit menu section and click on 'Set up workflow'.
- Then choose the Organizational Unit, the desired action, and, if a group action is not chosen, an employee. The employee field can also be left blank if it is desired that a fixed organizational unit is entered for a cost unit, but no specific employee.
- Finally, confirm the link with 'Save'.
If you want to set up multiple workflows, it is also possible to import multiple cost unit workflows using a file. If no import definition is available, you can set it up yourself. More information on how to set up an import definition for a CSV file can be found in the following article: Import Definitions
Workflows can be set up based on various input fields. There is a fixed hierarchy here, which can result in the data automatically filled by the workflow being overwritten by the filling of another field. The hierarchy is as follows, from high to low: cost center -> general ledger account -> cost unit -> free field one, two, and three. In practice, this means the following: If you first enter a cost object with a workflow, and then a general ledger account with a workflow, the cost object workflow will be overwritten by the one from the general ledger account. The automatically filled fields of the general ledger account will ultimately be applied. The reverse does not happen; if you enter a general ledger account with a workflow, and then a cost object, the cost object's workflow will not be applied if a general ledger account workflow has already been applied.
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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