Creating Cost Centre Accounts

CUSTADMIN access only

Cost centres are used to manage actual expenses against budgets.

Creating a cost centre account consists of the following:

Creating the Cost Centre Account

Selecting the Account Indices

Specifying Security for the Cost Centre

Defining Approvers for the Cost Centre

Creating the Cost Centre Account

Cost Centre accounts can be created from the Cost Centre Ledger.

1. Select Maintenance, then select Accounts from the menu.
   

2. The Select a ledger window is displayed. Double-select the COSTCENTRE ledger.
   

3. The Account Maintenance window is displayed. Select ADD NEW, then select ACCOUNT.
   

4. A <New item> is displayed in the left-hand panel and is automatically selected, with the General tab selected on the right-hand side. A code must entered in Account (limited to 12 alpha-numeric characters) and a description/title of the cost centre in Title to easily identify the cost centre. We recommend adhering to any existing naming conventions for consistency.
   

5. Next, select the initial status of documents posted to the cost centre from the Initial state drop-down list. The following options are available:
   
   Hold - documents are posted with a hold status and need to be removed from hold before being allocated and paid.
   
   Open - documents are posted with open status and can be allocated and paid.
   

6. Further detail can be completed as described in the following sections.

Selecting the Cost Centre Account Indices

Indices are used to group together related accounts for reporting purposes.

1. Select the Indices tab. If you have previously saved this cost centre, you need to select EDIT to enable applicable fields.
   

Applying Security to the Cost Centre Account

To control which users can view, modify, and post to the cost centre account, applicable security roles and access levels need to be applied via the Security tab, as described in Applying Security to a Cost Centre.

Defining Approvers for the Cost Centre Account

To control who can approve documents posted to the cost centre account, users need to be assigned as approvers for the account. For more information, please see Assigning Approvers to Cost Centres.

Saving the Cost Centre

1. When all the cost centre details have been entered, select SAVE.
   

2. An Update complete message is displayed. Select OK to close the message and return to the previous window.
   

Troubleshooting

ADD NEW is Greyed Out in Account Maintenance

If ADD NEW is greyed out when attempting to add a new cost centre account, then the user security applied to the ledger may be preventing access.

When setting up the applicable cost centre ledger, security roles can be set to restrict who can view, modify, or post to the ledger and linked accounts. Check the user group security roles that have been applied to the ledger.

If you are not assigned to the Security Role applied to modify the ledger, please contact the person within your establishment/organisation who administers your system. For more information, please see Assigning Security Roles to User Groups.

1. Select Maintenance, then select Ledgers from the menu.
   

2. The Ledger Maintenance window is displayed. Select the required cost centre ledger from the left-hand panel, then select the Security tab.
   

3. The required security role is displayed in Modify accounts. The security role can be changed to a security role to which the user is linked, as described in the following steps, or the user can be added to the security role. For more information, please see Assigning Security Roles to User Groups.
   

4. To change the security role set in the Ledger Maintenance window, select EDIT, then select Drill(...) in Modify accounts.
   

5. The Select a role for Ledger window is displayed. Double-select to select the required security role.
   

6. On the Ledger Maintenance window, select SAVE to apply the changes.