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 Expense claim module, you can link various organizational units to a single cost center from the cost center overview.
- Click on the three dots at the end of a row in the Cost Centers menu section and click 'Link Organizational Units'.
- 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.
- 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 up a specific workflow for a single cost center directly from the cost center 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 center 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 center is entered for a cost center , 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 center 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 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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