4.4 Cost Centres
Choose Cost Centres under the Payables menu or use the keyboard shortcut <cmd-K> to access the Cost Centres dialog window.
4.4.1 Purpose
A Cost Centre is a 4 digit alpha-numeric identifier which may be used in various ways. In the case of a company which has several branch offices with all bills being paid out of the head office, cost centres are used to distinguish between the different branch offices. In the case of a company with only one office having several expense centres, cost centres are used to keep track of expenses by expense centre for general ledger purposes. This provides greater flexibility in arranging the various accounts payable reports.
4.4.2 Number of Cost Centres Required
A minimum of one (1) cost centre is required. No maximum number of cost centres applies.
4.4.3 Adding A New Cost Centre
After having chosen Cost Centres under the Payables menu (keyboard shortcut <cmd-K>), choose New under the File menu (keyboard shortcut <cmd-N>).
Figure 4.4.3.1 -- New Cost Centre Dialog Window
Complete the New Cost Centre dialog box as follows:a) CC No
Enter 4 digit alpha-numeric Cost Centre identifier you wish to use.
b) Name
Enter name of Cost Centre. This name is used for accounts payable reporting purposes.
Figure 4.4.3.2 -- Completed Cost Centre Dialog Window
In order to edit a value in either field of the New Cost Centre dialog window,
either <Tab> to or click on the appropriate field and make the desired
changes. Select 'OK' to save the new cost centre name and number.The cost centre number and name will now appear in the Cost Centres window. If you wish to add additional cost centres repeat the steps above. Once all new cost centres have been added, press 'Enter' or select 'OK' to return to the Cost Centres window.
To exit from the Cost Centres window, click in the upper left hand corner of the window or use the keyboard shortcut <cmd-W>.
4.4.4 Editing An Existing Cost Centre
Choose Cost Centres under the Payables menu or use the keyboard shortcut <cmd-K> to access the Cost Centres dialog window.
To access the Edit Cost Centre dialog window, double click while holding down the <Option> key on the name of the cost centre you wish to edit.
Figure 4.4.4 -- Edit Cost Centre Dialog Window
Either <Tab> to or click on the field you wish to edit. Once the Cost
Centre information has been edited to your satisfaction, select 'OK'. The
Edit Cost Centre window will close and you will be returned to the Cost
Centres window. To exit from the Cost Centres window click in the upper left hand corner of the window or use the keyboard shortcut <cmd-W>.
4.4.5 Deleting An Existing Cost Centre
Choose Cost Centres under the Payables menu or use the keyboard shortcut <cmd-K> to access the Cost Centres dialog window.
Note: If a cost centre is deleted and a listing is being prepared by cost centres for all cost centres, the data associated with the deleted cost centre will not be included. Inaccuracies in reporting will therefore occur.
To delete a Cost Centre, first access the Edit Cost Centre dialog window by double-clicking while holding down the <Option> key on the name of the cost centre you wish to delete. To delete the selected Cost Centre click on the 'Delete' button.
Figure 4.4.5.1 -- Delete Cost Centre Dialog Window
You will be prompted to confirm that the selected Cost Centre is to be deleted.
Click on the 'Delete' button to delete the Cost Centre. If you do not wish
to delete the Cost Centre click on the 'Cancel' button.4.4.6 Cost Centres - Associated Vendors
To view a listing of Vendors associated with a particular cost centre, access the Cost Centres dialog window by choosing Cost Centres under the Payables menu, or by using the keyboard shortcut <cmd-K> and then double-clicking on the name of the Cost Centre.
Figure 4.4.6.1 -- Cost Centre Associated Vendors Window
You have the option at this point to add a new Vendor by choosing New
under the File menu or by using the keyboard shortcut <cmd-N>.