Creating Cost Centre Accounts (v2, v4, v6)

CUSTADMIN access only

If you are a single location academy, it is likely that you will have a single Cost Centre ledger called COSTCENTRES. Any new cost centre accounts will be created in this ledger.

For a MAT, you will have a single Cost Centre ledger called COSTCENTRES, together with additional cost centres for each location in the MAT, such as LLL_COSTCTR (where LLL is the three character location code).

The following two options are available for creating a new cost centre:

  1. Create a cost centre account on the COSTCENTRES ledger and copy this across to one or more locations in the MAT.
  2. Create a cost centre account on the location specific cost centre ledger.

Creating a cost centre account

  1. Select Masters > Accounts from the menu bar.
  2. The List of Ledgers dialog is displayed listing all the ledgers available in the system. Choose the required ledger, then click the Select button.
    • Select the COSTCENTRES ledger if you are creating a cost centre to be copied to all locations in the MAT. You will need to select the locations to which the cost centre should be copied.
    • Select the location specific cost centre ledger (e.g. LLL_COSTCTR) if you are creating a cost centre account for a specific location.

  3. The Account Maintenance dialog is displayed. Click the Add button to display the New Account dialog.

  4. Enter a new Account code for the cost centre (maximum 12 characters, no special characters excluding the underscore) then click the OK button.
  5. From the Account Maintenance dialog, enter the full name of the cost centre in the Title The Details tab is displayed by default (although the default tab can be amended). It is initially blank but will subsequently be populated with any transactions posted to this account.
  6. Select the General By default, the Access Level for the account is set to 3 but can be increased to restrict access if required.
  7. The Input Allowed check box is selected by default. This check box should only be deselected if you want to prevent users from posting documents to this ledger.

  8. If required, any comments relating to this cost centre can be entered on the Comments tab.
  9. Complete the remaining information as described in the following sections then click the Apply button to save the cost centre.

Selecting the account indices

Indices are used to group together related accounts for reporting purposes. Some reports specifically look for this detail and therefore, if this information is not completed, the applicable report may ignore the account completely and consequently display incorrect results. It is therefore important to review the Indices tab and make appropriate selections where known.

If you are creating a cost centre account to be copied to multiple locations, you must select the applicable location codes on this tab.

From the Indices tab, review the index types as follows:

Applying cost centre security

See Applying Security to a Cost Centre .

Defining approvers for a cost centre

SeeAssigning Approvers to Cost Centres .

Troubleshooting

The Add button is greyed out when I try to add a cost centre

If the Add button is greyed out when attempting to add a new cost centre, this is a user security issue.

When setting up the applicable cost centre ledger, security roles an be set to restrict who can view, modify or post to the ledger.

Check that the user is a member of a user group with the applicable security role assigned.

  1. The required security role can be checked by selecting Masters > Ledgers from the menu bar to display the Ledger Maintenance dialog.
  2. Select the required cost centre ledger then click the Security button to display the Ledger Security Maintenance dialog.

  3. The required role is the one displayed in the Modify Accounts drop-down list. Either change the security role or add the user to a user group with the required security role.

For more information, see Applying Security to a Cost Centre .

Cost centre not copied to other locations

If the cost centre account has been set up in the master cost centre ledger it should then appear on the cost centre ledgers for all the individual locations that have been selected on the Indices tab. This should happen after a few minutes.

If the account still does not appear, check that the PSF Event Engine is running:

The PSF Event Engine can be located in the Administrative Tools in the Control Panel on the server. (Customers using PS CLOUD can contact the support desk to check this).

Ensure the service is running. If it is showing as stopped, right-click and select Start from the pop-up menu. If the service has been stopped for some time, it may take a while to work through any backlogged tasks but eventually the account should then appear in the ledger.