Adding a new cost centre

Adding a new cost centre

Cost Centers

In the "Cost Centers" menu section, all cost centers added in Spend Cloud are listed. Here, you can manually add a cost center or import a list of cost centers. Within the overview, you can also set up a workflow, link organizational units and books.

Adding a New Cost Center

If you use an import definition for cost centers, it's best to process changes through an import. For more information, refer to the following section in this article.

When adding a new cost center, the number you enter must match the number in the financial package. By selecting 'Use as empty value' as 'yes', this cost center will not be included in exports to the financial package. The value will also not be overwritten during an import.

At the top, you can click 'Save' to permanently add the new cost center.

Importing Cost Centers

If you use an import definition for cost centers, it's best to process changes through the import functionality.

At the top of the cost center overview, you'll find the 'Import Cost Centers' button. By clicking on this button, you can upload a file with all the cost centers. This will update all the cost centers already present in Spend Cloud. If a webservice link is used with a financial package, you can retrieve cost centers directly through the link instead of a CSV file. Furthermore, you could automate the retrieval/synchronization of cost centers daily through the 'Import Planning' menu.

Linking Organizational Units

If your organization uses the Invoice Processing, Procurement, Commitments, and/or Declarations module, you can link various organizational units to a single cost center from the cost center overview.

  1. Click on the three dots at the end of a row in the Cost Centers menu section and click 'Link Organizational Units'.
  2. Select the organizational units you want to link. You can also select all units by ticking the box in the gray bar at the top.
  3. Confirm the link by clicking 'Save' or cancel using the 'Back' button.

You can also link an organizational unit to multiple cost centers in the Structure menu section. When dealing with a new cost center, it's easier to link it to multiple organizational units here. It's not possible to create links with passive organizational units.


Setting Up Workflow

If your organization uses the Invoice Processing module, you can set a specific workflow for a cost center from the cost center overview. This helps limit choices when coding invoices.

  1. Click on the three dots at the end of a row in the Cost Centers menu section and click 'Set Workflow'.
  2. Choose the appropriate action (review or code) and select an employee per organizational unit.
  3. Confirm the link by clicking 'Save' or cancel using the 'Back' button.

If you want to set up multiple workflows and your Spend Cloud environment has the import definition "Cost Centers (workflow)," you can also establish several cost center workflows using a file. The field format 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 center from the cost center overview, making the cost center available in the respective book.

Click on the three dots at the end of a row in the Cost Centers menu section and click 'Link Books'. Then, select the books you want to link. You can also select all books by ticking the box in the gray bar at the top. Confirm the link by clicking 'Save' or cancel using the 'Back' button.

Deleting or Passivating a Cost Center

By clicking on the cross or pencil icon, you can delete or edit the cost center. We always recommend setting master data to passive instead of deleting it. To passivate a cost center, click on the pencil icon and change the status to 'passive.'

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