Cost centers

A cost center represents an area or department within your organization's structure. Each cost center allows you to isolate, monitor, and analyze the costs and expenses of a specific sector, thereby, enabling more precise financial analysis and informed decision-making at both individual and collective levels.

Cost centers can be used across key modules:

  • Cash flow analysis

  • Financial contracts

  • Financial planning

 Note:  Cost center usage is optional and can be enabled or disabled by a Cash Management administrator.

Additionally, cost centers may be defined for access control. Non-administrator users can be restricted to specific cost centers or structures.

Access the Cost Centers page

Navigate to Cash Flow Settings > Cost Centers

Adding cost centers

Cost centers can be added manually or imported through a spreadsheet.

To manually add a cost center, complete the fields:

  1. Access the Cost centers page.

  2. Click .

  3. Complete the fields:

    • Structure: A sequence of numbers, letters, and dots that organizes cost centers hierarchically.

    • Key: A unique identifier consisting of numbers and or letters.

    • Name: The name of the cost center.

    • Level: Choose between:

      • Aggregate (synthetic): A top-level grouping.

      • Input (analytical): A detailed, bottom-level cost center. When creating input-level cost centers, additional functionality is available:

        • Categories: Select a predefined business-specific category for the Input-level cost center. See Manage Categories.

        • External Mapping: Select an external cost center to connect Cash Management data with external financial systems. See Map to External Cost Centers.

  4. After you have entered all the required fields, click .

Add sub-level cost center

Sub-level cost centers can be added to first-level aggregate cost centers.

  1. On the Cost center page, hover over an existing cost-center. If it is a first-level aggregate cost center, Add appears to the right of the cost center name.

  2. Click Add next to the existing cost center to create a sub-level.

  3. Fill in the same fields as adding a cost center above. The hierarchy is maintained through the Structure field format.

  4. After you have entered all the required fields, click .

Manage categories

Categories are available for Input-level cost centers. They are optional but help organize cost centers effectively.

  1. Select an input cost center .

  2. In the Categories drop-down. choose Categories list (initially empty). The List of Categories page appears.

  3. Click and enter a Key (unique identifier) name and Name for the category.

  4. Add categories and save each one individually.

  5. Assign categories to input cost centers as needed.

Import cost centers

 Note:  Internal and external cost center files must be prepared and imported separately. Each template includes step-by-step instructions and examples.

Import internal cost centers

Users can export an editable XLSX template, input information directly into the spreadsheet, and re-import it back into the system.

To import an internal cost center file:

  1. Click . The Cost Center import page appears.

  2. Choose this import option: Cost centers, the application parameter .

  3. Click in the Download panel to download the file..

  4. Fill in the required data in the spreadsheet.

  5. Return to the same page and click in the Import panel.

  6. Navigate to the completed template on your computer.

  7. Click to upload the completed file .

Import external cost centers

  1. Click . The Cost Center import page appears.

  2. Choose this import option: External mapping, the connection with my ERP .

  3. Click in the Download panel to download the file..

  4. Fill in the required data in the spreadsheet.

  5. Return to the same page and click in the Import panel.

  6. Navigate to the completed template on your computer.

  7. Click to upload the completed file .

Map to external cost centers

External Mapping for external cost centers is available for Input-level cost centers. External cost centers are used to connect Cash Management data with external financial systems and must be configured to integrate financial data into the application.

  1. Click the External Mapping tab.

  2. Click .

  3. Enter a Key (unique identifier) and Name and save to register it.

Move cost centers

Using the Move to tab, you can reposition Input-Level cost centers within the cost center structure.

  1. On the Cost centers table, choose the one you want to move.

  2. Click the Move to tab.

  3. From the drop-down list, select another cost center.

  4. Click .

Delete cost centers

 Note:  You can delete a cost center only if it is not linked to any integrated documents.

Delete a cost center

  1. Go to the Cost centers table

  2. Find and select the cost center you want to delete.

  3. Click .

  4. Confirm your action.

Delete an external cost center

  1. Click the External Mapping tab.

  2. Select the cost center you want to delete.

  3. Click .

  4. Confirm your action.

Using cost centers

Cost centers are used in:

  • Cash Flow Settings > Entities

  • Options Settings > Special functions

  • Registration Settings > Users

  • Option Settings > System Settings

  • Dashboards

  • Cash flow

  • Contracts

  • Financial planning

  • Integrations > Documents